Don Thornton Audi of Tulsa
JOB DESCRIPTION: Finance Assistant
The Administrative Finance Assistant serves as a front-line representative for the dealership. Greets customers in the showroom, answers basic inquiries, and direct them to the appropriate party. Each Audi Tulsa representative should maintain the dealership showroom and work space area to be a warm and inviting experience for every guest. Provides administrative support to the Finance Manager.
Devote himself/herself to ensuring satisfaction to customers.
Determine management, production, and quality requirements by asking questions and listening.
Attend company meetings as required.
Maintain a follow-up system that encourages follow through with assigned projects.
Establish personal performance goals that are consistent with company standards of productivity and devise a strategy to meet those goals.
Review and analyze actions at the end of each day, week, month, and year to determine how to better utilize time and plans more effectively.
Understand the terminology of the business and keep abreast of technology changes in products and services.
Know and understand the federal, state and local requirements which govern the company’s business.
Follow lawful directions from supervisors.
Understand and follow work rules and procedures.
Participate in performance management.
Interact well with others and be a positive influence on employee morale.
Uphold the company’s non-disclosure and confidentiality policies and agreements.
Work evening, weekend and holiday work hours as required.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common factions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understandings to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
All employees are required to demonstrate positive professional and social behaviors. We are expected to use appropriate language, dress to meet expectations and be respectful to all. Each staff member is expected to be punctual, prepared, and to display courtesy, tact, and self control.
Manage Deal Jackets: Gather and verify all necessary information for all deals (Drivers License and insurance, invoice/bookout sheets, rebate forms and other documentation.
Communicate with customers and salespeople on status of all deals
Pull credit bureau reports
Run all customers through OFAC verification
Submit credit applications for approva
Print Documents: pirnt all documents necessary in relation to the sales, recap and delivry of all new, used and wholesale car deals.
Sign sale documents with customers
Complete and finalize all deals: Review and recap all deals for accuracy and turn completed folders to the Accounting department
Check all deals for accurate costs (front end gross, back-end gross and Aftermarket costs).
Log all deals into Finance Log
Report New sales to Audi of America
Report CPO sales to Audi of America
Perform additional duties as requested by the Audi Tulsa Mangement as job requires.l
Greet showroom customers and determine the nature of their visit.
Hand out brochures and other information to customers (getting name and number when possible).
Minimize the time callers are on hold and check back with them frequently to ensure they wish to continue holding.
Take detailed messages when call cannot be completed including caller's name, telephone number, time of call, and information requested and deliver to appropriate party in a timely manner.
Perform clerical duties for the dealership business office.
Answer incoming phone calls in a prompt, polite, professional manner.
Open and route incoming mail, answer correspondence, and prepare outgoing mail.
Handle customer concerns or refer to appropriate dealership employee as necessary for resolution.
Provide word processing support for the dealership. Maintain file in a secure and confidential manner.
File accounting work, correspondence, and other records.
Compose and prepare routine correspondence.
Order dealership stationary, office supplies, and general merchandise as necessary.
Greet visitors, ascertain the nature of their business, and conducts them to the appropriate person.
Schedule appointments as necessary.
Make copies of correspondence or other printed matter.
Maintain office equipment (i,e,, copiers, printers, fax machines, etc.). Train personnel in its use and troubleshoot problems.
Assist in dealership computer training.
Handle special clerical projects as instructed.
Maintain a knowledge of basic dealership information to act as a resource for incoming callers requesting such information.
Maintain professional appearance and a neat work area.
Support the development of processes that create meaningful client experiences and conveniences.
Identify areas of opportunity for process improvement.
Assist in quarterly events: invitation mailings, RSVP logs, collection of guest signatures and liability waivers, and customer gift preparation.
Create flyers for holiday store closings.
Create and revise forms for the General Manager.
Confirm all accessory areas are neat and clean. Dust both areas weekly.