Sales Administration Manager - HOLT Truck Centers

Job Summary: The Sales Administration Manager is responsible for complete oversight of the truck dealership sales support department with focus on invoicing trucks, registering and titling trucks, calculating commissions earned, receiving and tracking inventory, managing floor plan accounts, applying for and tracking program credits, and general support tasks to facilitate efficient and timely sales processes. This position also reconciles various general ledger accounts directly associated with the sales process to ensure accuracy. In addition, this position is responsible for the training and supervision of the sales administration team and collaborates directly with the sales and other operational departments to ensure optimal performance.

The incumbent in this position is expected to model the following practices on a daily basis: 1) Demonstrate alignment with the company's mission and core business values; 2) Collaborate with key internal/external resources; 3) Participate in ongoing self-development.

Essential Functions:

• Hires, develops, evaluates, and influences effective and consistent productivity and teamwork to ensure the delivery of Legendary Customer Service (LCS)


• Personally models, promotes, reinforces, and rewards the consistent use of HOLT’s Values Based Leadership (VBL) tools, models and processes to ensure alignment with our Vision, Values, and Mission


• Leads and manages the sales administration team for accurate reporting and meeting all deadlines


• Collaborates with sales personnel on required information and documents to complete sales processes and practices 


• Reconciles general ledger accounts directly associated with the sales administration process - inventory account, floor plan accounts, sales expense accrual accounts, accounts receivables from trucks sales – in a timely and accurate manner.


• Manages departmental metrics to align with industry and senior management expectations for volume and accuracy of sales processed.


• Ensures detailed processes are developed and adhered to ensure accurate processing and timely processing of truck sales, titling of units, and completing OEM requirements.


• Creates, validates, and disseminates ad hoc reports related to sales and sales processes


• Responsible for the overall performance, supervision, and training of assigned sales administration team.


• Assists in managing various vendors and processes related to truck add-ons and other costs.


• Works safely at all times and adheres to all applicable safety policies; complies with all company policies, procedures, and standards.


• Performs other duties as assigned.

 Knowledge, Skills, and Abilities:

• Knowledge of accounting methods to record revenues, expenses, inventory and accrual accounts, knowledge of procedures for a large-scale centralized invoicing function including required documentation, process flow and programs offered by OEM.


• Knowledge of computerized ERP/DMS systems and understanding of integration to accounting systems.


• Exceptional business acumen and attention to detail and accuracy


• Proficiency with MS Office products; advanced Excel skills


• Skilled in effective oral and written communication


• Excellent interpersonal skills to establish working relationships with multiple departments and various levels of the organization


• Excellent organizational, multi-tasking, and time management skills, deadline oriented


• Ability to write and review reports, correspondence, procedure manuals, and training materials


• Ability to exercise good judgment


• Ability to work independently and within a team in a fast-paced, high-volume environment with emphasis on accuracy and timeliness


• Ability to listen to and understand information and ideas presented through spoken words and sentences 

Education and Experience:

• Bachelor’s degree in accounting, Finance, Business, or a closely related field required


• Previous experience in dealership models with titled inventory required.


• Minimum eight years of applicable field experience required. With at least 5 years of management experience

 Supervisory Responsibilities:

• Determines staffing levels of sales administration team to meet the needs of sales force.


• Develops staff through modeling Holt’s VBL and ensures staff receives regular training and mentoring.


• Ensures staff meets and follows policies and guidelines in place.

 Travel:

• Travel up to 25% to 50% is required

Physical Requirements:

• This position involves extended periods in a stationary position; additionally, occasional movement inside the office to access office machinery, file cabinets, etc.


• This role frequently communicates with others, must be able to exchange accurate information in these situations


• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, etc.

 Work Environment:

• This job is generally performed in a professional office environment


• Occasionally works outdoors and may be exposed to weather extremes conditions that include inclement weather, heat, cold, and humidity

 Disclaimer:

Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.