Department: Administration
Reports To: Division Controller
Location: Chesapeake, VA
Employment Type: Full-Time, In Office
Company Overview:
Baltimore Potomac Truck Centers is a network of full-service dealerships offering parts, sales and service for Hino Trucks, Mack Tracks and Volvo Trucks with seven locations in the Maryland, DC and Virginia Area.
Position Summary:
We are in search of a Sales/Accounting Administrator to join our team at our Chesapeake, VA office. This role is critical in supporting the truck dealership’s sales operations and ensuring accurate and timely processing of vehicle titles and registrations. This dual-role position requires strong organizational skills, attention to detail, and a thorough understanding of DMV regulations and dealership procedures.
The accounts payable function of this role is critical in ensuring accurate processing of vendor invoices, timely receipt application, and maintaining strong financial records. The ideal candidate will thrive in a fast-paced dealership environment and bring a proactive approach to manage the AP function.
Key Responsibilities:
Sales Administration
- Process and post vehicle sales and purchases in dealership systems (Karmak Fusion)
- Prepare, maintain and balance Inventory Schedule for new and used trucks including Floor Plan
- Coordinate with sales team to ensure all deal paperwork is complete and accurate
- Maintain logs of warranties, service contracts, and dealer trades
- Complete quotes, proforma billing, and invoicing for truck sales and dealer trades
- As customers remit payment, provide information for Controllers to process Floor Plan payment timely
- Work with salesmen to complete financing process with various lenders and meet deadlines
Tag & Title Processing
- Register all new and used trucks in the appropriate state
- Prepare and submit tax, title, and registration documents to the DMV
- Maintain a list of outstanding title work and follow up on missing or delayed titles
- Sign over titles for wholesalers and ensure proper documentation
- Stay current on state and federal title regulations and attend training as needed
- Coordinate with title runners and external agencies for document delivery
- Additional tasks as required for Sales Administration and Tag & Title Processing
Accounts Payable
- Process vendor invoices for truck parts, service, and inventory purchases
- Match purchase orders and receiving documents to invoices
- Coordinate with service and parts departments to verify charges
- Reconcile vendor statements and resolve discrepancies
- Prepare check runs and electronic payments
- Maintain organized records for audits and reporting
- Other duties as assigned
Compensation details: 21-23 Hourly Wage
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