Office Manager (Auto Industry)
Type: Full-Time Springfield, MO
Position Overview
HR Advantage is looking for a highly organized, trustworthy, and detail-oriented Office Manager to help run the administrative side of our dealership. This person will play a key role in keeping our accounting, paperwork, vehicle logistics, title work, payroll information, and office processes organized and running smoothly. Competitive Compensation + Benefits!
This position requires someone who can handle responsibility, protect confidential information, communicate clearly, and stay on top of details without constant supervision.
Key Responsibilities
● Manage daily activity in QuickBooks Online
● Write checks and record payments
● Enter vehicle sales and related transactions
● Track bills, invoices, expenses, and deposits
● Help keep accounting records accurate and up to date
● Gather and organize information needed for payroll
● Work with ownership, CPA, payroll company, or outside advisors as needed
Vehicle Sales & Office Paperwork
● Assist with paperwork related to vehicle purchases and sales
● Keep deal files organized and complete
● Track missing documents, signatures, forms, and payments
● Help ensure office paperwork is accurate, timely, and properly filed
Vehicle Titles & Notary Work
● Learn and manage dealership title processes
● Track incoming and outgoing titles
● Follow up on missing titles or title issues
● Prepare title-related paperwork
● Become a Notary Public, if not already one
● Handle title paperwork with accuracy and confidentiality
Vehicle Transportation Coordination
● Coordinate transportation of vehicles coming from around the country
● Communicate with transport companies, drivers, auctions, dealers, and customers
● Schedule vehicle pickups and deliveries
● Track transportation status and update the team
● Help organize transporters picking up vehicles from our location
● Maintain accurate records of transport costs and delivery details
HR & Employee Support
● Assist with basic HR-related matters
● Help organize employee paperwork and records
● Track time-off requests, employee documents, and payroll-related information
● Help communicate company policies and expectations
● Coordinate with HR advisors or outside HR support when needed
General Office Management
● Keep office systems organized and efficient
● Answer phones, respond to emails, and assist customers or vendors when needed
● Maintain files, records, checklists, and office supplies
● Help create and improve office processes
● Support ownership with administrative projects as needed
Vehicle Movement / Lot Support
● Occasionally assist with moving or shuffling vehicles from one location to another
● Help coordinate vehicles between the dealership, service shops, detail area, and transport pickup/drop-off points
● Must be comfortable occasionally driving dealership vehicles when needed
Ideal Candidate
The right person for this position will be:
● Highly organized and detail-oriented
● Trustworthy and ethical
● Comfortable handling confidential financial and employee information
● Proficient with computers and office software
● Willing to learn dealership-specific systems and processes
● Able to manage multiple tasks at once
● A clear communicator
● Dependable and self-motivated
● Comfortable following processes and improving them
● Willing to help wherever needed in a small-business environment
Required Skills & Qualifications
● Experience with QuickBooks Online preferred
● Strong computer and data-entry skills
● Good written and verbal communication skills
● Ability to stay organized in a fast-moving environment
● Valid driver’s license
● Clean and professional attitude
● Ability to become a Notary Public if not currently one
● Prior dealership, accounting, title, HR, or office management experience is a plus
Work Environment
This is a hands-on office management role in a busy automotive dealership. The position will include a mix of computer work, paperwork, communication with vendors and employees, and occasional help with vehicles on the lot.
Inquires: info@hradvantageweb.net