Administration/Accounting
Admin and accounting staff form the essential backbone of any RV business. They work closely with each department and offer support to the General Manager overseeing the entire operation.
- Select, hire, and train qualified management personnel
- Establish and administer operating policies and standards designed to assure competitive representation for products
- Counsel all department managers regarding the handling of customer and public relations.
- Hold individual meetings with department managers to discuss departmental issues, to help them to improve their management techniques, and to correct difficulties affecting their performanc
- Supervise and approve development and preparation of all dealership advertising and promotions
- Participate in business and community activities and assign department managers to attend business and civic meetings
- Select product lines and maintain adequate inventory levels within the guidelines of the dealership annual forecast
- Establish compensation plans and incentives for all sales department personnel
- Secure and efficiently utilize adequate lines of credit and investment
- Select and determine use of adequate land, buildings, and improvements
- Help determine organizational chart of the dealership; designate job responsibilities for all management staff
- Motivate dealership personnel to attain maximum productivity by leadership, compensation, and other appropriate means
- Monitor budgets and profitability for all departments
- Audit the performance of each department within the dealership
- Assume responsibility for overall performance, profitability, growth, direction, and success of the dealership
- Observe activities of competition: analyze market trends and departmental operations, advising dealership management of developments, changes, and problems as warranted
- Foster relationships with manufacturers and suppliers
- Establish and administer operating policies and standards designed to assure competitive representation for all dealership products
- Ensure compliance with all equal employment opportunity laws and regulations
- Prepare, review and analyze financial statements and submit to management in accordance with established timeframes
- Provide information to the General Manager to help them better manage the business operations
- Maintain an effective cash management system
- Manage the day to day accounting operations to ensure that all transactions are recorded in compliance with the company’s accounting processes and policies
- Manage and safeguard the dealership’s assets and ensure that internal controls are in place
- Assist department managers in reading and interpreting their financial reports and with implementing action plans needed to improve the operation
- Assist with development of annual budgets and management of the budget variances throughout the year
- Reconciliation and analysis of balance sheet accounts (inventory, receivables, liabilities, fixed assets)
- Review financial statements and ledgers and partner with the operations team to resolve discrepancies
- Ensure that the accounting records are maintained in an orderly, current and accurate condition at all times
- Budgeting and forecasting
- Verify all purchase orders and invoices to ensure accuracy
- Payroll administration
- Accounts receivable and accounts payable
- Cash flow monitoring
- Preparation and submission of government required remittances e.g. GST/HST
- Reconcile accounts and post to journals, ledgers, and other accounting records
- Bank deposits and bank reconciliation
- Administration of the group benefits plan
- Prepare monthly, quarterly and year-end financial statements and balance sheets
- Inventory reconciliation with costing
- Investment placements
- Maintain motor vehicle title and records and properly record all liens
- Prepare documents and provide support for external accountants
- Review and process financial transactions relating to the accounts payable and the accounts receivable on a timely basis while ensuring accuracy
- Create and post invoices/payments/receipts to the accounts receivable
- Prepare accurate and timely deposits and issue refunds when required
- Reconcile, prepare, and enter various bills/invoices/journal entries
- Prepare account reconciliations/journals (monthly/annually)
- Verify pricing and match up the invoice received from the subcontractors/vendor to the statement of completion, the packing slip, the purchase order
- Create cheque runs on a timely basis
- Assist with month end and year reporting requirements
- Oversee office personnel to ensure that administrative procedures are followed and deadlines are met in a timely and efficient manner
- Works closely with General Manager for all administrative initiatives, programs and financial reporting
- Implement new office procedures, as necessary, to streamline administrative processes
- Evaluate administrative support systems, methods and vendor services and provide recommendations as appropriate
- Oversee the maintenance of the office facility including housekeeping
- Assign and oversee health and safety and human resource administration tasks as necessary
- Provide professional and comprehensive support to company executives, including organizing, prioritizing, filing and scheduling
- Manage appointments , meetings and travels interface with management
- Process expense reports
- Manage and update contact database
- Handle highly sensitive and confidential information and maintain a high degree of confidentiality at all times
- Office inventory control
- Maintains database by entering new and updated customer and account information
- Prepares source data for computer entry by compiling and sorting information; establishing entry priorities
- Maintain customer and account data
- Secure information by completing database back-ups
- Create correspondence and reports as directed. Gather, compile, and prepare information for meetings, briefings and other projects
- Plan and coordinate office services and supplies, including purchasing and receiving
- Direct all establishment visitors
- Responsible for answering all incoming calls in a professional manner
- Screen and forward telephone inquiries to appropriate staff member or departments
- Provide information to callers on an as needed basis
- Sort and distribute incoming mail, prepare courier packs and outgoing mail
- Manage multiple boardrooms (scheduling, booking equipment, catering)
- Provide support to the administration staff such as data entry, filing and other clerical duties
- Manage recruitment campaign and select candidates for interview
- Maintain and update job descriptions
- Maintain healthy employee relations
- Provide employee training and monitor development
- Research and provide employee benefits
- Promote safety awareness
- Provide advice and counseling to managers and employees
- Provide budget for annual payroll and conduct payroll reviews
- Conduct new hire reference and background checks
- Conduct new employee orientation
- Develop and maintain HR manual and safety program
