ADMINISTRATIONVice-President, General ManagerSecretary TreasurerOffice ManagerAccounts Receivable ClerkAccounts PayableLic...
LEASINGLease ManagerAssistant Lease ManagerLease RepresentativeSenior Leasing Accounting ClerkLeasing ClerkSERVICEService ...
P.D.I.P.D.I. ManagerP.D.I. CoordinatorP.D.I. TechnicianRustProoferDetail ForemanDetail PersonVehicle Preparation Attendant...
ADMINISTRATION
ADMINISTRATIONVice-President, General ManagerSecretary TreasurerOffice ManagerAccounts Receivable clerkAccounts PayableLic...
JOB DESCRIPTION_____________________________________________________________________________                              ...
8)     Supervises the performance of all contracts and/or agreements, ensuring all              conditions are fulfilledVi...
26)    Ensures entire dealership premises are clean, neat and presentable at all timesVice-President, General Manager (Con...
Vice-President, General Manager (Continued)                                           Page 4(5)   Job Requirements:      1...
________________________________________________________________________      Hours of Work:       9:00 a.m. - 5:00 p.m.  ...
JOB DESCRIPTION_____________________________________________________________________________                              ...
Secretary Treasurer (Continued)                                                        Page 2       9)     Analyses specif...
22)    Negotiates employee benefit programs       23)    Negotiates dealership garage policiesSecretary Treasurer (Continu...
Secretary Treasurer (Continued)                                                            Page 4(5)    Job Requirements: ...
Approved by:_________________________
JOB DESCRIPTION_____________________________________________________________________________                              ...
10)    Performs annual reviews       11)   Monitors and prepares days receivable schedule on a monthly basisOffice Manager...
Office Manager (Continued)                                                                 Page 3          30)   Reviews s...
1) Level of Education:                                 Grade 12, plus post-secondary      2) Experience required:         ...
JOB DESCRIPTION_____________________________________________________________________________                              ...
Accounts Receivable Clerk (Continued)                                                     Page 2(4)   Authority:      Is g...
________________________________________________________________________       Hours of Work:       9:00 a.m. - 5:00 p.m. ...
JOB DESCRIPTION_____________________________________________________________________________                              ...
12)    Reconciles payment upon receipt      13)    Types all stencilled memosAccounts Payable Clerk (Continued)           ...
c) Specials skills and abilities:            Bondable                                                      Mathematics    ...
JOB DESCRIPTION_____________________________________________________________________________                              ...
11)    Performs other related dutiesLicense Clerk 1 (Continued)                                                           ...
(May be required to work overtime)License Clerk 1 (Continued)                                                    Page 3(7)...
JOB DESCRIPTION_____________________________________________________________________________                              ...
13)    Handles sales representatives inquires pertaining to specific clients licensingLicense Clerk II (Continued)        ...
________________________________________________________________________       Hours of Work:          9:00 a.m. - 5:00 p....
JOB DESCRIPTION_____________________________________________________________________________                              ...
11)     Assists in balancing T4 slips at year endPayroll Clerk (Continued)                                                ...
Payroll Clerk (Continued)                                                             Page 3(5)    Job Requirements:      ...
______________________________________________________________________________(7)   Date: _______________________       In...
JOB DESCRIPTION_____________________________________________________________________________                              ...
10)   Ensures all employee information on computer system is current and accurate11)   Attends department meetings as requ...
Administration Clerk (Continued)                                                        Page 2       12)    ensures all sa...
Administration Clerk (Continued)                                                      Page 3(6)    Other Information:     ...
JOB DESCRIPTION_____________________________________________________________________________                              ...
12)    Attends department meetings as requiredData Entry Clerk (Continued)                                                ...
Data Entry Clerk (Continued)                                                          Page 3(6)    Other Information:     ...
JOB DESCRIPTION_____________________________________________________________________________                              ...
12)    Performs other related dutiesFile Clerk (Continued)                                                                ...
File Clerk (Continued)                                                 Page 3(7)    Date: _______________________       In...
JOB DESCRIPTION_____________________________________________________________________________                              ...
Switchboard/Receptionist (Continued)                                                    Page 2(4)    Authority:           ...
__________________________________________________________________________________________________________________________...
JOB DESCRIPTION_____________________________________________________________________________                              ...
Part-Time Switchboard/Receptionist (Continued)                                           Page 2(4)   Authority:           ...
__________________________________________________________________________________________________________________________...
JOB DESCRIPTION_____________________________________________________________________________                              ...
systemNew/Used Vehicle Sales Clerks (Continued)                                                Page 2      13)     Deals w...
Initiative                                                  Accuracy                                                  Bond...
SALES
SALESSenior New Vehicle ManagerBusiness ManagerAssistant Business ManagerFleet ManagerTruck SpecialistAssistant New Vehicl...
JOB DESCRIPTION_____________________________________________________________________________                              ...
8)    Monitors and controls the rotation of new vehicle inventory to maximize finance             saving.Senior New Vehicl...
28)   Supervises his/her department heads in establishing training programs, including             product knowledge and c...
Body Shop management and Staff                                  Parts Management and Staff                                ...
__________________________________________________________________________________________________________________________...
JOB DESCRIPTION_____________________________________________________________________________                              ...
vehiclesBusiness Manger (Continued)                                                           Page 2      11)    Monitors ...
31)   Grooms a replacementBusiness Manager (Continued)                                                          Page 3    ...
2) Experience required:                      Sales and/or finance helpfulBusiness Manager (Continued)                     ...
JOB DESCRIPTION_____________________________________________________________________________                              ...
10)    Contacts any clients for additional information for finance companiesAssistant Business Manager (Continued)        ...
Assistant Business Manager (Continued)                                                  Page 3(4)   Authority:            ...
Assistant Business Manager (Continued)                                               Page 4(6)   Other Information:      L...
JOB DESCRIPTION_____________________________________________________________________________                              ...
satisfaction is achievedFleet Manager (Continued)                                                            Page 2       ...
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  1. 1. ADMINISTRATIONVice-President, General ManagerSecretary TreasurerOffice ManagerAccounts Receivable ClerkAccounts PayableLicense Clerk ILicense Clerk IIPayroll ClerkAdministration ClerkFile ClerkData Entry ClerkSwitchboard/ReceptionistPart-Time Switchboard/ReceptionistNew/Used Vehicle Sales ClerksSALESSenior New Vehicle ManagerBusiness ManagerAssistant Business ManagerFleet ManagerTruck SpecialistAssistant New Vehicle ManagerSales RepresentativesNew Vehicle Lot AttendantUsed Vehicle Sales ManagerAssistant Used Vehicle Sales ManagerUsed Vehicle Sales RepresentativeReconditioning TechnicianUsed Vehicle Lot AttendantGreeterPart-Time GreeterD.C.S. OperatorBusiness Clerk -2-
  2. 2. LEASINGLease ManagerAssistant Lease ManagerLease RepresentativeSenior Leasing Accounting ClerkLeasing ClerkSERVICEService DirectorService ManagerAssistant Service ManagerCustomer Assistant CoordinatorShop ManagerShop Quality Control ForemanRetail TechnicianLube Technician/ApprenticeService ConsultantControl Tower OperatorTime KeeperHead CashierService CashierPart-Time CashierService Sales RepresentativeGreeterService ReceptionistWarranty ClerkAppointment CoordinatorVehicle DetailUsed Vehicle DetailShuttle Bus DriverCar PorterPart-Time Car PorterMaintenance -3-
  3. 3. P.D.I.P.D.I. ManagerP.D.I. CoordinatorP.D.I. TechnicianRustProoferDetail ForemanDetail PersonVehicle Preparation AttendantBODY SHOPBody Shop ManagerAssistant Body Shop ManagerShop ForemanBody Shop TechnicianBody Shop Technician ApprenticeEstimatorPaint PreperPaint TechnicianBody Shop ClerkDetail PersonLot AttendantPARTSParts ManagerAssistant Parts ManagerTechnician CounterFront Counter PersonParts ClerkShipper/ReceiverParts Department Driver
  4. 4. ADMINISTRATION
  5. 5. ADMINISTRATIONVice-President, General ManagerSecretary TreasurerOffice ManagerAccounts Receivable clerkAccounts PayableLicense Clerk ILicense Clerk IIPayroll ClerkAdministration ClerkFile ClerkData Entry ClerkSwitchboard/ReceptionistPart-Time Switchboard/ReceptionistNew/Used Vehicle Sales Clerks
  6. 6. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Vice-President, General Manager Department: Corporate Administration Division/Area: N/A Reports To: President Posts Supervised: All Department Managers______________________________________________________________________________(2) Basic Function: To plan, organize, direct and control efficient and effective overall corporate operations, ensuring each department meets or exceeds sales objectives while maximizing profitability, remaining within predetermined budgetary guidelines. Ensures all staff members are dedicated to achieve maximum customer satisfaction.______________________________________________________________________________(3) Major Duties: 1) Establishes and recommends corporate and departmental budgetary objectives both globally and by line 2) Monitors and analyses all financial and performance reports 3) Supervises each department head under his/her control 4) Recommends/establishes policies and/or programs to improve efficiencies for attaining increased customer satisfaction and growth, employee productivity and corporate objectives. 5) Arranges "in-service" and other training programs to enhance skills and capabilities of all employees; i.e., APB, Predictive Index, etc. 6) Authorizes large purchase requisitions for equipment, services, supplies, etc. 7) Enters into contractual agreement with suppliers on large financial matters/ investments after discussions and approval from Owner Principal
  7. 7. 8) Supervises the performance of all contracts and/or agreements, ensuring all conditions are fulfilledVice-President, General Manager (Continues) Page 2 9) Reviews all P.I. tests with appropriate department head prior to hiring new employees 10) Performs annual reviews and performance appraisals 11) Maintains a good working relationship with appropriate Manufacturers Management and staff 12) Maintains current knowledge of all Manufacturers’. and competitive programs 13) Initiatives and /or attends meetings with government, corporate legal and financial institutions 14) Attends and remains a member in good standing of appropriate Manufacturers dealership organizations, community business organizations, etc. 15) Handles personally all difficult dissatisfied customers 16) Maintains current knowledge of Canadian legislation as it affects the auto industry or dealership directly 17) Develops and completes both annual and three year plans no later than four weeks prior to each fiscal year-end 18) Maintains a good working relationship with other dealers, regardless of franchise 19) Tours the entire premises at least twice a week during working hours 20) Holds weekly department heads meetings 21) Meets with individual department heads weekly to review and monitor progress and results 22) Arranges a minimum of two hours of undisturbed time weekly for planning and strategy development 23) Ensures the dealership conforms to all municipal, provincial, federal and any regulatory organization regulations 24) Analyses salary and market surveys 25) Approves and supervises all advertising or promotional programs
  8. 8. 26) Ensures entire dealership premises are clean, neat and presentable at all timesVice-President, General Manager (Continued) Page 3 27) Takes an individual interest in each employee, ensuring to call them by name and speak to as many as possible on tour 28) Grooms a replacement for promotion 29) Monitors all key financial and inventory reports on a weekly basis 30) Attains mutually agreed and approved annual forecasts 31) Meets and interviews Manufacturers representatives to determine business climate, product availability and competitive activity 32) Approves and authorizes all advertising and/or literature for publication 33) Meets with dealer principles every two weeks for operations review 34) Approves all company employee functions 35) Develops and maintains a sound team work philosophy within each department 36) Knows, understands and applies municipal, provincial and federal legislation as it pertains to employees and dealership 37) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to plan, organize, direct and control the day-to-day operations of the dealership. May have signing authority as a corporate officer. Relationships with: President All Departments Suppliers Governmental Agents Industry Organizations Financial and Legal Institutions Local Business Organizations General Public
  9. 9. Vice-President, General Manager (Continued) Page 4(5) Job Requirements: 1) Level of Education: Post Secondary/Univiersity Majoring in Business Administration 2) Experience required: Manufacturers Dealership Departmental Management helpful 3) Qualifications: a) Expert knowledge of: All facets of accounting and vehicular business practices, A.P.B., Predictive Index testing and Manufacturers policies and procedures b) Working exposure to: Finance, Computer Systems c) Specials skills and abilities:Personnel Management Communication Logic Planning Organization Analytical Accounting Interpretation Time Management Patience Bondable Good Listener______________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________
  10. 10. ________________________________________________________________________ Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday (May be required to work overtime)Vice-President, General Manager (Continued) Page 5(7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  11. 11. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Secretary Treasurer Department: Administration Department Division/Area: Administration Reports To: Vice-President General Manager Posts Supervised: Office Manager______________________________________________________________________________(2) Basic Function: To maintain and develop accurate corporate accounting practices and procedures for maximum profitability and cost-efficiencies within his/her department while supervising all accounting functions and staff.______________________________________________________________________________(3) Major Duties: 1) Monitors the supervision of payroll, accounts payable, accounts receivable and sales/purchases of vehicle documentation 2) Supervises all accounting functions 3) Completes Government returns, monthly, quarterly and annually, including: capital & repair expenditures actual, capital expenditures revised forecast, ownership & transfer of technology, retail trade survey 4) Signs all official documents for the dealership; i.e., cheques, lease agreements, etc. 5) Supervises the coding of all expenses requiring explanation 6) Deals with auditors when necessary 7) Supervises the preparation of monthly and year-to-year operating statements 8) Supervises the preparation of write off of depreciation and prepaid expenses
  12. 12. Secretary Treasurer (Continued) Page 2 9) Analyses specific accounts monthly which the President/General Manager request, including in-depth monitoring of the following accounts; - Bank reconciliations - Listing of contracts in transit ensuring no old outstanding amounts - New vehicle inventory - Used vehicle inventory - Work in progress - Factory receivables - Warranty claims - Accounts receivable 10) Conducts an analytical review of monthly financial statements highlighting: deviations from budget, unusual increases/decreases in revenue and expenses, providing explanations for each 11) Compares product lines by line and format, actuals against budget on a monthly and year-to-date basis for gross margin deviations 12) Monitors vehicles and parts inventories for increased cost efficiencies and profitability 13) Designs accounting policies and procedures for all departments 14) Receives department forecasts monthly 10 days prior to forecasted month commencement; i.e., June forecast by May 20 15) Provide daily operating control reports by department 16) Recommends capital expenditures for improved efficiencies 17) Deals with financial institutions to obtain the most advantageous rates of return 18) Performs annual reviews 19) Conducts regular monthly staff meetings 20) Attends department head meetings 21) Consults with individual department heads to assist in problem-solving
  13. 13. 22) Negotiates employee benefit programs 23) Negotiates dealership garage policiesSecretary Treasurer (Continued) Page 3 24) Grooms a replacement 25) Knows, understands and applies municipal, provincial and federal legislation as it pertains to the dealership 26) Completes Manufacturers dealer association salary surveys 27) Designs and inputs all special requested computer reports 28) Deals with Government auditors 29) Develops department head bonus plans 30) Attends training/Sseminars as necessary 31) Handles employee complaints when necessary 32) Prepares monthly and six year comparison of sales, expenses and profit by department 33) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 34) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to approve all capital expenditures. Maintain and develop accounting procedures. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Government Suppliers General Public
  14. 14. Secretary Treasurer (Continued) Page 4(5) Job Requirements: 1) Level of Education: Post Secondary/Univiersity with a designation preferable; i.e.CGA, RIA or CA 2) Experience required: Vehicular Accounting 3) Qualifications: a) Expert knowledge of: All facets of accounting practices b) Working exposure to: Computer operations,Manufacturers accounting systems c) Specials skills and abilities:Staff Management Communications Organization Analytical Bondable Attention to Detail Decisive Delegation Motivation____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________________________________________________________________________________ Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday (May be required to work overtime)(7) Date: _______________________ Incumbent: __________________________
  15. 15. Approved by:_________________________
  16. 16. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Office Manager Department: Administration Department Division/Area: Office Reports To: Secretary Treasurer Posts Supervised: All administration staff within office and other departments______________________________________________________________________________(2) Basic Function: To assure that efficient and accurate accounting procedures are conducted within each area under his/her direct responsibility while maintaining deadlines.______________________________________________________________________________(3) Major Duties: 1) Monitors Group Health Plan 2) Verifies weekly and semi-monthly payroll 3) Ensures monthly government financial institutions cheques are paid promptly 4) Analyses and audits monthly internal reports; i.e., sublet, Continuous Protection Plan, warranty claim schedules, etc. 5) Supervises and monitors employee performance and work flow for cost- effectiveness and efficiency 6) Recruits and interviews new department employees 7) Conducts training of new employees 8) Recommends and advises Secretary Treasurer of new policies and procedures for improved efficiencies either within the department or in conjunction with other departments. 9) Participates in regular monthly department meetings
  17. 17. 10) Performs annual reviews 11) Monitors and prepares days receivable schedule on a monthly basisOffice Manager (Continued) Page 2 12) Assists Manufacturers and dealer association salary surveys 13) Relieves Secretary Treasurer in his/her absence 14) Work in conjunction with the Secretary Treasurer to determine methods and procedures to obtain requested reports or address unique problems 15) Orders office and miscellaneous supplies 16) Attends department head meetings 17) Grooms a replacement for promotion 18) Prepares leasing and financial statement reports for Dealers Association 19) Processes all month end functions to financial statement 20) Maintains and monitors computer system handling all problems when they occur 21) Verifies all accruals are correct monthly 22) Balances all accounts within the general ledger monthly 23) Verifies audit trail each a.m. for errors and corrections 24) Monitors the supervision of payroll, accounts payable, accounts receivable and sales/purchases of vehicle documentation 25) Signs all official documents for the dealership; i.e., cheques, chattels for G.M.A.C. etc. 26) Monitors and codes all expenses requiring when necessary 27) Deals with auditors when necessary 28) Knows and understands the job function of each employees under his/her direct supervision 29) Consults with individual department heads to assist in problem-solving
  18. 18. Office Manager (Continued) Page 3 30) Reviews specific accounts monthly which the President/General Manager request, including in-depth monitoring of the following accounts: - Bank reconciliations - Listing of contracts in transit ensuring no old outstanding amounts - New vehicle inventory - Used vehicle inventory - Work in progress - Factory receivables - Warranty claims - Accounts receivable 31) Reviews and reconciles wholesale liability (notes payable - new vehicle and demos) and notes payable - lease and rental units against amount shown by the financial company 32) Knows, understands and applies municipal, provincial and federal legislation as it pertains to the dealership 33) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 34) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to supervise, train and develop his/her staff. To assure all necessary accounting transactions underhis/her control are efficiently and accurately administered.. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Suppliers General Public______________________________________________________________________________(5) Job Requirements:
  19. 19. 1) Level of Education: Grade 12, plus post-secondary 2) Experience required: Manufacturers accounting practices and procedures helpfulOffice Manager (Continued) Page 4 3) Qualifications: a) Expert knowledge of: General accounting and office procedures, E.D.P. operations b) Working exposure to: Dealership policies and procedures systems c) Specials skills and abilities:Office Management Communications Staff Management Payroll Knowledge Logic Patience Works Well Under Stress Bondable____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________________________________________________________________________________ Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday (May be required to work overtime)(7) Date: _______________________ Incumbent: __________________________ Approved by:_________________________
  20. 20. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Accounts Receivable Clerk Department: Administration Department Division/Area: Office Reports To: Office Manager Posts Supervised: N/A______________________________________________________________________________(2) Basic Function: To monitor and control all accounts receivable to assure necessary payment. Implement appropriate action to remedy outstanding balances.____________________________________________________________________________(3) Major Duties: 1) Reconciles all cheques received daily 2) Verifies all customer charge repair orders have a legitimate charge account 3) Mails charge repair order customer copies 4) Verified for accuracy invoices to insurance companies for repair claims 5) Monitors aged accounts and follows-up repayment of overdue accounts 6) Seeks guidance and/or assistance on problem accounts prior to contracting a collection agency 7) Processes parts and service account applications for reference checks; i.e., banks, suppliers, etc. 8) Verifies all control numbers and amounts on schedule are accurate, correcting when required 9) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 10) Performs other related duties
  21. 21. Accounts Receivable Clerk (Continued) Page 2(4) Authority: Is given the authority to contact various agencies and institutions for preferences on credit applications. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff General Public (by telephone)______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: Accounts receivable preferable 3) Qualifications: a) Expert knowledge of: Accounting practices helpful b) Working exposure to: Computer operation, banking c) Specials skills and abilities:Communication Initiative Detail Orientation Typing Patience Logic____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________
  22. 22. ________________________________________________________________________ Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday (May be required to work overtime)Accounts Receivable Clerk (Continued) Page 3(7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  23. 23. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Accounts Payable Clerk Department: Administration Department Division/Area: Office Reports To: Office Manager Posts Supervised: NA______________________________________________________________________________(2) Basic Function: To reconcile to supplier statements, to prepare cheques for payment when due.______________________________________________________________________________(3) Major Duties: 1) Analyses monthly accounts payable report against actual statements 2) Reconciles and pays verified accounts 3) Instigates the necessary action to ratify outstanding balances 4) Prepares cheques as required 5) Matches purchase orders to invoices 6) Posts into computer accounts payable invoices as received 7) Ensures payment is made promptly to qualify for any applicable discounts 8) Returns any unapproved invoices to the department in question 9) Prepares bank deposits daily 10) Prepares and verifies all C.P.P. and P.P.M. documents and forms are accurately completed 11) Submits claims to C.P.P. and P.P.M.
  24. 24. 12) Reconciles payment upon receipt 13) Types all stencilled memosAccounts Payable Clerk (Continued) Page 2 14) Types correspondence for department heads/managers 15) Types and sends customer related correspondence as required 16) Ensures all mail is prepared for 3:00 p.m. pickup 17) Inspects all envelopes to ensure all addresses are type written 18) Attends department meetings as required 19) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 20) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to prepare cheques for payment on outstanding amounts. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Suppliers General Public______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: Typing, Basic Accounting 3) Qualifications: a) Expert knowledge of: N/A b) Working exposure to: Computers helpful
  25. 25. c) Specials skills and abilities: Bondable Mathematics Typing CommunicationAccounts Payable Clerk (Continued) Page 3 Initiative Accurate______________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________________________________________________________________________________ Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday (May be required to work overtime)(7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  26. 26. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: License Clerk I Department: Administration Department Division/Area: Administration Reports To: Office Manager Posts Supervised: N/A______________________________________________________________________________(2) Basic Function: To ensure all sold vehicles have the appropriate Licensing documentation completed.______________________________________________________________________________(3) Major Duties: 1) Prepares all Licensing applications for all vehicles daily 2) Determines Licensing fees, prepares cheque and submits to Ministry of Transport office 3) Verifies returned Licensing information and records applicable date on docket; i.e., plate and permit number 4) Places completed docket in mobile file 5) Files docket under appropriate sales representatives name 6) Contacts appropriate people to compete any missing information for Licensing 7) Contacts Ministry of Transport on a regular basis 8) Handles sales representatives inquires pertaining to specific clients Licensing 9) Attends department meetings when required 10) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to
  27. 27. 11) Performs other related dutiesLicense Clerk 1 (Continued) Page 2(4) Authority: Is given the authority to complete all documentation for Licensing of vehicles. Relationships with: Sales Management and Staff Administration Management and Staff Government______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: Licensing Experience helpful 3) Qualifications: a) Expert knowledge of: N/A b) Working exposure to: N/A c) Specials skills and abilities:Accuracy Organized Patience Attention to Detail Communication____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________________________________________________________________________________ Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday
  28. 28. (May be required to work overtime)License Clerk 1 (Continued) Page 3(7) Date: _______________________ Incumbent: __________________________ Approved by:_________________________
  29. 29. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: License Clerk II Department: Administration Department Division/Area: Administration Reports To: Office Manager Posts Supervised: N/A____________________________________________________________________________(2) Basic Function: To ensure all appropriate documents requiring typing are accurately completed..______________________________________________________________________________(3) Major Duties: 1) Sorts all delivered vehicle dockets 2) Records docket information in new or used vehicle garage register 3) Types dockets for future sales 4) Matches NIVIS, V.D.R. and factory invoice from Manufacturer 5) Files matched documents in appropriate car line folder 6) Retrieves new vehicle pouches and matches with applicable NIVIS, V.D.R. and factory invoice 7) Records stock numbers on each Manufacturers document 8) Types, fills and files stock dockets 9) Records bills of lading in new vehicle garage register and files numerically 10) Files V.D.R.;s numerically within appropriate vehicle line 11) Retrieves dockets from mobile file and types all pertinent documents 12) Attends department meetings as required
  30. 30. 13) Handles sales representatives inquires pertaining to specific clients licensingLicense Clerk II (Continued) Page 2 14) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 15) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to finalize all documentation for Licensing of vehicles.. Relationships with: Sales Management and Staff Administration Management and Staff____________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: N/A 3) Qualifications: a) Expert knowledge of: N/A b) Working exposure to: N/A c) Specials skills and abilities: Attention to Detail Organized Rapid Worker Communication____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________
  31. 31. ________________________________________________________________________ Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday (May be required to work overtime)License Clerk II (Continued) Page 3(7) Date: _______________________ Incumbent: __________________________ Approved by:_________________________
  32. 32. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Payroll Clerk Department: Administration Department Division/Area: Office Reports To: Office Manager Posts Supervised: N/A____________________________________________________________________________(2) Basic Function: Is responsible for maintaining accurate and current payroll records to ensure employees are paid accurately and on time. Prepares all cheques..______________________________________________________________________________(3) Major Duties: 1) Assists in revising all increases or changes in employees rates of pay within the payroll system 2) Totals all time tickets weekly 3) Assists in ensuring all terminated or new employees are deleted/added to payroll system 4) Answers all employee enquiries regarding their pay/deductions 5) Balances and remits insurance plan premiums 6) Summarizes payroll for posting in accounting 7) Prepares Sales Representatives monthly commission/bonus cheques 8) Obtains from Accounts Receivable any employee amounts charged to their account, ensuring employee has signed authorization for deductions 9) Reviews all pays for accuracy 10) Distributes pays to appropriate managers
  33. 33. 11) Assists in balancing T4 slips at year endPayroll Clerk (Continued) Page 2 12) Assists in preparing payroll statistics for Government 13) Assists in preparing, monitoring and controlling employee charitable donations through payroll deductions 14) Assists in calculating all vacation pay 15) Assists in issuing all records of employment 16) Prepares any manual cheques as required 17) Notifies immediate supervisor of any payroll procedures which are not adhered to by management or staff 18) Explains all payroll deductions/benefits to new employees 19) Ensures all appropriate forms are signed and accurately completed by new employees 20) Assists in other job functions within the Administration Department 21) Attends department meetings as required 22) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 23) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to issue cheques, and make appropriate payroll adjustments upon approval. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Bank General Public
  34. 34. Payroll Clerk (Continued) Page 3(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: Previous Payroll Helpful 3) Qualifications: a) Expert knowledge of: N/A b) Working exposure to: Computers, Basic Accounting c) Specials skills and abilities:Bondable Communications Maintain Confidentiality Attention to Detail Accuracy Math Typing Computers Initiative Organized______________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________________________________________________________________________________ Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday (May be required to work overtime)
  35. 35. ______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________ Approved by:_________________________
  36. 36. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Administration Clerk Department: Administration Department Division/Area: Office Reports To: Office Manager Posts Supervised: N/A______________________________________________________________________________(2) Basic Function: Is responsible to replace any employee absent from Administration Department and assists OfficeManager as required..______________________________________________________________________________(3) Major Duties: 1) Knows and understands the job description function of each non-management position within the department 2) Performs bank reconciliation monthly 3) Assists and troubleshoots with employees when problems occur 4) Balances posting variances daily 5) Posts cheques as required 6) Balances new vehicle deliveries outstanding to schedule 7) Assists Office Manager in variances to budget when preparing financial statements 8) Reconciles and balances all charge accounts paid; i.e., Visa, Master Card, etc. 9) Reconciles and balances all General Motors outstanding accounts
  37. 37. 10) Ensures all employee information on computer system is current and accurate11) Attends department meetings as required
  38. 38. Administration Clerk (Continued) Page 2 12) ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 13) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to fulfil the job requirements for each position he/she relieves. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Financial Institutions Bank______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12, Post-Secondary Accounting Helpful 2) Experience required: Previous Auto Dealership helpful 3) Qualifications: a) Expert knowledge of: N/A b) Working exposure to: Computer Systems helpful c) Specials skills and abilities: Bondable Problem Solving Communication Analytical Works well under pressure Attention to Detail Initiative Patience Works with minimal supervision
  39. 39. Administration Clerk (Continued) Page 3(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________________________________________________________________________________ Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday (May be required to work overtime)______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________ Approved by:_________________________
  40. 40. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Date Entry Clerk Department: Administration Department Division/Area: General Office Reports To: Office Manager Posts Supervised: N/A______________________________________________________________________________(2) Basic Function: Is responsible to enter all required computer documentation into computer, exercising maximum efficiencies and effect time utilization..______________________________________________________________________________(3) Major Duties: 1) Performs data entry on main computer 2) Enters accounting copies of cheques into computer daily 3) Sorts and identifies any errors on service work orders from prior day 4) Posts all work orders on a daily basis 5) Posts all supplier invoice on a daily basis 6) Posts all journal entries daily 7) Posts all leasing documents into computer daily 8) Posts daily all delivered new and used vehicles requiring adjustments 9) Posts all parts slips daily 10) Posts warranty credits as required 11) Backs up computer at the end of each day
  41. 41. 12) Attends department meetings as requiredData Entry Clerk (Continued) Page 2 13) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 14) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to verify work order totals and costs and question Service Department for any work order discrepancies. Relationships with: Administration Management and Staff Lease Management and Staff Service Management and Staff Parts Management and Staff General Public____________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: Data Entry, Typing, Basic Math helpful 3) Qualifications: a) Expert knowledge of: N/A b) Working exposure to: Accounting, Data Entry c) Specials skills and abilities: Bondable Basic Bookkeeping Attention to Detail Initiative Communication Diplomacy Accuracy Organized
  42. 42. Data Entry Clerk (Continued) Page 3(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________________________________________________________________________________ Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday (May be required to work overtime)______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________ Approved by:_________________________
  43. 43. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: File Clerk Department: Administration Department Division/Area: Administration Office Reports To: Office Manager Posts Supervised: N/A____________________________________________________________________________(2) Basic Function: Responsible for sorting and filing all required documents.______________________________________________________________________________(3) Major Duties: 1) Retrieves dockets from New Vehicle Clerks tray 2) Files dockets alphabetically, according to type of sale 3) Retrieves accounts payable invoices 4) Prepares appropriate suppliers folder and files documents in folder 5) Sorts work orders numerically into four categories 6) Files work orders in appropriate section 7) Retrieves both filing copies of cash disbursements 8) Files the appropriate document either numerically or alphabetically 9) Attends department meetings when necessary 10) Verifies that all documents for filing are properly completed 11) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to
  44. 44. 12) Performs other related dutiesFile Clerk (Continued) Page 2(4) Authority: Is given the authority to file appropriate documents accurately. Relationships with: Administration Management and Staff____________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: N/A 3) Qualifications: a) Expert knowledge of: N/A b) Working exposure to: N/A c) Specials skills and abilities:Accuracy Logic Communication Patience Pleasant Personality Attention to Detail____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________________________________________________________________________________ Hours of Work: 9:00 a.m. - 1:00 p.m. Monday - Friday______________________________________________________________________________
  45. 45. File Clerk (Continued) Page 3(7) Date: _______________________ Incumbent: __________________________ Approved by:_________________________
  46. 46. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Switchboard/Receptionist Department: Administration Department Division/Area: New Vehicle Showroom Reports To: Office Manager Posts Supervised: N/A______________________________________________________________________________(2) Basic Function: To answer all telephone inquiries in a friendly, courteous manner, directing caller to appropriate receiver. Takes messages when necessary.______________________________________________________________________________(3) Major Duties: 1) Opens switchboard 2) Answers all inquiries promptly in a courteous manner 3) Distributes calls to appropriate person 4) Takes messages, placing them in each recipients message slot 5) Types vehicle quotes and letters as requested 6) Assists Greeters when necessary for customer greeting 7) Directs customers to appropriate departments and/or personnel 8) Records all in/outs of sales staff and Department Manager 9) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 10) Performs other related duties
  47. 47. Switchboard/Receptionist (Continued) Page 2(4) Authority: Is given the authority to act as a Company introductory liaison for the general public.. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff General Public____________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: Switchboard helpful, Some Typing 3) Qualifications: a) Expert knowledge of: N/A b) Working exposure to: N/A c) Specials skills and abilities:Good Telephone Voice Communication People Skills Attention to Detail Friendly Disposition Good Listener____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
  48. 48. ________________________________________________________________________________________________________________________________________________Switchboard/Receptionist (Continued) Page 3 Hours of Work: 8:30 a.m. - 4:30 p.m. Monday - Thursday 8:00 a.m. - 6:00 p.m. Friday (May be required to work overtime)______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  49. 49. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Part-Time Switchboard/Receptionist Department: Administration Department Division/Area: New Vehicle Showroom Reports To: Office Manager Posts Supervised: N/A______________________________________________________________________________(2) Basic Function: To answer all telephone inquiries in a friendly, courteous manner, directing caller to appropriate receiver. Takes messages when necessary.______________________________________________________________________________(3) Major Duties: 1) Opens switchboard 2) Answers all inquiries promptly in a courteous manner 3) Distributes calls to appropriate person 4) Takes messages, placing them in each recipients message slot 5) Types vehicle quotes and letters as requested 6) Assists Greeters when necessary for customer greeting 7) Directs customers to appropriate departments and/or personnel 8) Records all in/outs of sales staff and Department Manager 9) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 10) Performs other related duties
  50. 50. Part-Time Switchboard/Receptionist (Continued) Page 2(4) Authority: Is given the authority to act as a Company introductory liaison for the general public.. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff General Public____________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: Switchboard helpful, Some Typing 3) Qualifications: a) Expert knowledge of: N/A b) Working exposure to: N/A c) Specials skills and abilities:Good Telephone Voice Communication People Skills Attention to Detail Friendly Disposition Good Listener____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
  51. 51. ________________________________________________________________________________________________________________________________________________Part-Time Switchboard/Receptionist (Continued) Page 3 Hours of Work: 4:30 p.m. - 10:00 p.m. Monday - Thursday 9:00 a.m. - 6:00 p.m. Saturday______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  52. 52. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: New/Used Vehicle Sales Clerks Department: Administration Department Division/Area: Vehicle Sales Reports To: Office Manager Posts Supervised: N/A____________________________________________________________________________(2) Basic Function: To monitor, control and complete the necessary documentation on all vehicle sales.______________________________________________________________________________(3) Major Duties: 1) Receives vehicle deliveries from previous day 2) Prepares payout cheques for amounts payable for each vehicle 3) Prepares and sends any lien payout cheques 4) Prepares documentation (accounting) for input into computer 5) Deals with Sales Managers for commissions 6) Verifies finance cheques when received prior to deposit 7) Takes appropriate action for any outstanding vehicle account receivable 8) Types all refunds for cancelled deals 9) Communicates with other dealers for dealer trades; i.e., costs, etc. 10) Generates cheques for purchase on dealer trades 11) Generates copy of factory invoice for License Clerk 12) Maintains service merchandising system for new vehicles not required to be on
  53. 53. systemNew/Used Vehicle Sales Clerks (Continued) Page 2 13) Deals with Service Managers and representatives in a prompt and helpful manner 14) Relieves Switchboard as required 15) Process paperwork for Manufacturer Programs as necessary 16) Verified balances on schedules at months end 17) Verifies the account on P.D.I. order and corrects if necessary 18) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 19) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to deal with other dealerships when required. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff Other Dealerships____________________________________________________________________________ (5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: Typing, basic accounting 3) Qualifications: a) Expert knowledge of: N/A b) Working exposure to: N/A c) Specials skills and abilities: Mathematics Typing Communication
  54. 54. Initiative Accuracy BondableNew/Used Vehicle Sales Clerks (Continued) Page 3(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________________________________________________________________________________ Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday (May be required to work overtime)______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  55. 55. SALES
  56. 56. SALESSenior New Vehicle ManagerBusiness ManagerAssistant Business ManagerFleet ManagerTruck SpecialistAssistant New Vehicle ManagerSales RepresentativesNew Vehicle Lot AttendantUsed Vehicle Sales ManagerAssistant Used Vehicle Sales ManagerUsed Vehicle Sales RepresentativeReconditioning TechnicianUsed Vehicle Lot AttendantGreeterPart-Time GreeterD.C.S. OperatorBusiness Clerk
  57. 57. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Senior New Vehicle Manager Department: Sales Department Division/Area: New Vehicle Sales Reports To: General Manager Posts Supervised: Sales Management Staff, F & I Sales Management Staff P.D.I. Manager - indirectly______________________________________________________________________________(2) Basic Function: Is responsible for the efficient and profitable planning, organization, direction and control of the New Vehicle Sales Department, including manpower forecasting, obtaining projected sales objectives and bottom line results.______________________________________________________________________________(3) Major Duties: 1) Prepares annual plan, establishing staffing patterns, gross sales, category breakdowns, cost of sale, marketing/promotional expense, plus any additional expenses to the contribution margin of the profit and loss statement 2) Monitors closely the profitability of his/her department taking prompt corrective action where necessary 3) Works in close co-operation with the used vehicle and leasing department in order to maximize sales potentials 4) Establishes monthly, quarterly and annual forecasts monitoring actuals against forecast and prior year 5) Establishes and supervises new vehicle inventory control systems 6) Reviews and controls new vehicle inventory, ordering as required. 7) Establishes, monitors and controls vehicular inventory levels
  58. 58. 8) Monitors and controls the rotation of new vehicle inventory to maximize finance saving.Senior New Vehicle Manager (Continued) Page 2 9) Ensures dealer trades are negotiated favourable to Dealerships advantage 10) Recommends advertising strategies for maximum sales potential 11) Ensures new vehicles sales strategies are adhered to 12) Establishes departmental policies and procedures 13) Meets regularly with supervisory staff to ensure staffing and monetary efficiencies are maintained 14) Reviews and monitors performance of all staff reporting directly to him/her 15) Maintains a constant awareness of CSI levels within the dealership in order to obtain higher index levels 16) Handles difficult customer complaints to ensure customer satisfaction immediately 17) Conducts weekly sales management meetings 18) Attends department head meetings 19) Conducts weekly new vehicle sales meetings as required 20) Prepares sales meeting formats for Sales Department 21) Monitors and reviews blue log for daily evaluation of individual sales representatives performance with Assistant New Vehicle Manager 22) Reviews daily, weekly and monthly logs to ensure each is accurate and current 23) Ensures desk schedule is followed 24) Recruits and interviews sales staff as required 25) Attends G.M. seminars as required 26) Monitors lot activity to minimize lot damage expenses 27) Ensures all general and new vehicle sales department policies are followed
  59. 59. 28) Supervises his/her department heads in establishing training programs, including product knowledge and competitive activitySenior New Vehicle Manager (Continued) Page 3 29) Contacts his/her share of management call backs 30) Supervises and monitors Greeters functions and schedules 31) Reviews and supervises sales representatives schedule plan with each individual 32) Recommends and reviews corrective measures for individual performers, assisting individuals when necessary 33) Assists in training sales staff when necessary 34) Performs annual reviews 35) Trains a replacement 36) Knows and understands hiring and termination legislation 37) Prepares and reviews sales representatives compensation agreement with the General Manager on a regular basis 38) Designs and implements promotional programs and employee incentive programs within his/her department 39) Implements required Manufacturers factory programs 40) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 41) Knows, understands and applies all municipal, provincial and federal legislation as it pertains to the dealership 42) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to plan, organize, direct and control his/her department within predetermined budgetary guidelines.. Relationships with: Sales Management and Staff Lease Management and Staff Service Management and Staff
  60. 60. Body Shop management and Staff Parts Management and Staff Administration Management and Staff General PublicSenior New Vehicle Manager (Continued) Page 4(5) Job Requirements: 1) Level of Education: Grade 12, post-secondary management training helpful 2) Experience required: Previous sales management 3) Qualifications: a) Expert knowledge of: Preferable Manufacturer policies, warranties, direct sales b) Working exposure to: Statistics, computers, general accounting c) Specials skills and abilities:Instructional Skills Extrovert People Skills Data Evaluation Decision Maker Initiative Attention to Detail Bondable Diplomacy Communication Delegation Ambitious Maintains Confidentiality Motivator______________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
  61. 61. ________________________________________________________________________________________________________________________________________________Senior New Vehicle Manager (Continued) Page 5 Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Thursday 9:00 a.m. - 6:00 p.m. Friday & Saturday Hours worked on a rotation basis (May be required to work overtime) Uniform required______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  62. 62. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Business Manager Department: Sales Department Division/Area: Aftermarket Sales Reports To: Senior New Vehicle Sales Manager Posts Supervised: Business Clerks______________________________________________________________________________(2) Basic Function: Responsible for selling, financing, chemicals, warranties and insurance to sold customers and obtaining predetermined sales quotas within budgetary guidelines.._____________________________________________________________________________(3) Major Duties: 1) Organizes daily guideline 2) Contacts financial institutions for credit approvals from prior day 3) Enters delivery dates and times into master log 4) Prepares work orders and notifies Sales Reps re: each delivery 5) Prepares, enters on computer any/all documentation for final delivery, i.e., finance contracts, extended warranty forms, insurance forms 6) Notifies New Vehicle Manager of any undelivered vehicles and reschedules into log 7) Contacts any clients for additional information for finance companies 8) Schedules work hours for business department 9) Records gross profit and items sold to each customer on daily log book 10) Forecasts average dollar sales per vehicle monthly and annually for new and used
  63. 63. vehiclesBusiness Manger (Continued) Page 2 11) Monitors sales against forecast on a year-to-date and prior year basis 12) Trains Sales Reps on proper turnover to business office 13) Trains and supervises Business Clerks 14) Prepares month end sales reports for extended warranties and insurance 15) Meets with customers taking delivery for finalization and signing of appropriate documents 16) Prepares final insurance documentation 17) Performs annual reviews 18) Attends Tuesday morning sales meeting alternating with Business Clerks 19) Maintains current aftermarket product knowledge 20) Handles all insurance claims; i.e., thefts, accidents, etc. 21) Attends Manufacturers and training seminars 22) Totals and balances all cash receipts and deposits 23) Handles all collections; i.e., bounced cheques pertaining to sales department 24) Reports to New Vehicle Manger, Secretary Treasurer, Vice-President, General Manager and President weekly number of units delivered and number of units left in system 25) Process all delivered vehicles re: aftermarket commissions 26) Sources and identifies new and improved aftermarket products 27) Maximizes gross profit margins to achieve or exceed quotas 28) Monitors and controls department expenses to maximize cost efficiencies 29) Verifies pricing schedules monthly against competitive dealers 30) Attends weekly department head meetings
  64. 64. 31) Grooms a replacementBusiness Manager (Continued) Page 3 32) Recruits, hires and trains business staff 33) Knows and understands municipal, provincial and federal legislation pertaining to the dealership 34) Designs promotional and incentive customer programs 35) Handles difficult customer complaints 36) Sets up reserve accounts to deal with rust claims and repossessions 37) Checks in, signs for and makes any claims pertaining to repossessions as per GMAC agreement 38) Calculates SMART lease proposals, corrects same if necessary and sets-up system for follow-up 39) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 40) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to sign finance contracts and handle cash payments Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff Financial Institutions Suppliers General Public____________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12
  65. 65. 2) Experience required: Sales and/or finance helpfulBusiness Manager (Continued) Page 4 3) Qualifications: a) Expert knowledge of: Computers b) Working exposure to: Auto dealerships helpful c) Specials skills and abilities:Initiative Bondable organizational Attention to Detail Communication People Skill______________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________________________________________________________________________________ Hours of Work: 9:00 a.m. - 10:00 p.m. Monday - Thursday 9:00 a.m. - 6:00 p.m. Friday - Saturday Hours worked on a rotation shift basis______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  66. 66. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Assistant Business Manager Department: Sales Department Division/Area: Aftermarket Sales Reports To: Business Manager Posts Supervised: N/A______________________________________________________________________________(2) Basic Function: Responsible for selling, financing, chemicals, warranties and insurance to sold customers and obtaining predetermined sales quotas within budgetary guidelines.______________________________________________________________________________(3) Major Duties: 1) Organizes daily guideline 2) Contacts financial institutions for approvals from prior day 3) Enters delivery dates and times onto master log 4) Prepares work orders and notifies Sales Reps re: each delivery 5) Delivers "delivery work orders" to P.D.I. Manager 6) Prepares, enters on computer any/all documentation for final delivery; i.e. finance contracts, extended warranty forms, insurance forms 7) Informs Used Vehicle Manager of any used vehicle approved transactions and vehicle financing approved 8) Discussed with New and Used Vehicle Managers any problems relating to problem financing 9) Meets with customers taking delivery for finalization and signing of appropriate documents
  67. 67. 10) Contacts any clients for additional information for finance companiesAssistant Business Manager (Continued) Page 2 11) Sends credit information through FAX machine to appropriate finance sources 12) Totals month end sales and logs salesmen average per vehicle 13) Records gross profit and items sold to each customer in daily log book when required 14) Trains Sales Reps on proper turnover to business office when required 15) Prepares final insurance documentation when required 16) Attends Manufacturer and training seminars 17) Assists in handling all insurance claims; i.e., thefts, accidents, etc. 18) Maintains current aftermarket product knowledge 19) Attends Tuesday morning sales meeting alternating with the Business Manager 20) Totals and balances all cash receipts and deposits 21) Handles all collections; i.e., bounced cheques pertaining to sales department when required 22) Assists in working unapprovable deals to acceptable transaction levels; i.e., changing vehicles, 23) Maximizes gross profit margins to achieve or exceed quotas 24) Handles customer complaints notifying Business Manager when unsolvable 25) Process all delivered vehicles re: aftermarket commissions when required 26) Knows, understands and applies municipal, provincial and federal legislation as it pertains to the dealership 27) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 28) Performs other related duties
  68. 68. Assistant Business Manager (Continued) Page 3(4) Authority: Is given the authority to sign finance contracts and handle cash payments. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff Financial Institutions Suppliers General Public____________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: Sales and/or finance helpful 3) Qualifications: a) Expert knowledge of: Computers b) Working exposure to: Auto dealerships helpful c) Specials skills and abilities:Initiative Bondable Organizational Attention to Detail Communication People Skills____________________________________________________________________________
  69. 69. Assistant Business Manager (Continued) Page 4(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________________________________________________________________________________ Hours of Work: 9:00 a.m. - 10:00 p.m. Monday - Thursday 9:00 a.m. - 6:00 p.m. Friday - Saturday Hours worked on a rotation shift basis______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  70. 70. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Fleet Manager Department: Sales Department Division/Area: New Vehicle Sales Reports To: Senior New Vehicle Manager Posts Supervised: N/A____________________________________________________________________________(2) Basic Function: Is responsible for developing new fleet business while maintaining existing client base in order to achieve predetermined sales objectives._____________________________________________________________________________(3) Major Duties: 1) Notifies receptionist upon arrival and departure each day 2) Determines fleet vehicles for delivery within seven days 3) Contacts individual drivers to set appointments for delivery 4) Prepares delivery receipts and appropriate documentation for current day deliveries 5) Ensures client inspects vehicle and signs documentation prior to receiving vehicle 6) Installs license plates as required 7) Explains warranty policy and owners manual to client 8) Prepares client invoices, sending client copies and one copy to Administration 9) Inspects all drop offs for mileage, scratches and dents 10) Follows-up on all accounts on a regular basis 11) Makes cold calls to develop new business when time permits 12) Handles all initial customer complaints and follow up to ensure customer
  71. 71. satisfaction is achievedFleet Manager (Continued) Page 2 13) Determines sales objectives on a monthly basis 14) Deals with lease companies 15) Attends department meetings as required 16) Verifies status of vehicles on order upon customer request 17) Assists Senior New Vehicle Manager for ordering inventory 18) Attends Manufacturers seminars and training programs when necessary 19) Relieves Sales Managers when required 20) Accepts orders from lease and fleet companies 21) Orders all necessary vehicles from Manufacturer 22) Meets, greets and assists fleet customers as time permits 23) Assists in properly documenting fleet and competitive equalization rebates 24) Prepares introductory mailing for target audience 25) Prepares second mailing for follow-up 26) Follows-up each mailing by telephone 27) Prepares and presents sales presentations 28) Follows-up on presentation for quotes, tenders or sales 29) Assists in pricing fleet vehicles applying all request options 30) Obtains licensing information from clients 31) Determines delivery dates with clients 32) Understands dealership lease/sales agreements 33) Demonstrates requested vehicles as required 34) Prepares all necessary fleet documentation for typing and processing

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