Contract Administrator - Automotive

Billing / Contract Clerk - RUSNAK Business Office / Pasadena
RUSNAK is the preeminent dealership group in Southern California, with excellence in customer service for more than 50 legendary years, with 800 employees, and 15 locations offering 11 luxury auto brands. We are currently seeking a Billing / Contract Clerk to join our team at RUSNAK Business Office / Pasadena !
This position is to contribute to the success of Rusnak Automotive Group (the Company) by successfully reviewing all contracts received by dealerships in addition to maintaining sales and trade records and taking appropriate action on various sales related duties and processes.
Key Responsibilities
Effectively and Efficiently Coordinates Components of Various Sales Transactions
o On a daily basis, posts sales transactions to accounting using virtual biller for assigned locations which include; Anaheim, Arcadia, Pasadena and Westlake.
o Monitors deal activity to ensure that sales are being recorded.
o Updates management team and appropriate staff when changes relating to virtual biller occur. Monitors that dealership is complying with all appropriate regulations and laws in the daily operations of the business.
o Pulls sold inventory jackets, print labels and set aside per store until office receives original deal documents.
o Verifies deal for revenue recognition once original deal package is received in office such as down payment, tax forms, product forms, etc.
o Notifies management and finance immediately when discrepancies occur.
o Monitors that the stores are compliant with all appropriate regulations and laws on deals.
o Reviews trade documents for accuracy of paperwork and prepare payoff checks for deals involving trade-ins.
o Reviews registration to avoid any penalties from being charged to the dealer and responsible for giving the release of liability to DMV to mail.
o Maintains a neat, organized and efficient work area, processing all documents as mandated by office management.
o Meets critical deadlines as required by for financial statement reporting.
o Assists with flooring audits on an as-needed basis.
o Weekly reconciles lien payoff, due every Thursday.
o Takes proper care and caution when processing documents to ensure all confidentiality requirements are being met.
o Verifies the identity of individuals prior to releasing or disclosing any information regarding the sale as per GLBA act.
o Maintains an organized filing system for current, pending or incomplete transactions.
o Files all pertaining documentation pertaining to the vehicle sale accurately and timely.
Effectively and Efficiently Coordinates Product Maintenance and Cancellation
o Maintains product records for the dealership. Processes all payables to do with product sales and issues checks if needed
o Reviews product and cancellation schedules on a monthly basis notifying management and finance department of any aged or problem items immediately.
o Prepares journal entries for adjustments made to the schedules and submits to managements for authorization.
o Corrects all improper postings to the general ledger and notifies management when repetitive errors appear.
o Ensures proper process of product cancellations and refunding the banks or clients on a timely manner.
o Maintains an accurate and current filing system for all products.
o Verifies that all funds have been collected and refund is processed either to correct lien holder or client before issuing refund.
o Maintains the highest level of customer service when interfacing with clients regarding product concerns.
o Communicates effectively with clients and associates, in order to resolve potential problems from arising and to adhere to "Rusnak Standard."
Provides Exceptional Support for Customers and Department
o Learns and maintains active working knowledge of the Franchise deal posting to provide back-up support to other Contract clerks.
o Strives to increase knowledge base on all franchises. Pursues ways to improve our processes.
o Seeks out opportunities to enhance personal communication utilizing our email system.
o Pursues ways to improve department processes to contribute to overall efficiency of department.
o Reviews emails daily and responds to all emails on a timely manner.
o Experience Required:
Automotive Industry Experience; automotive contracts ideal.
o License Ideal:
Current California Driver License with satisfactory Department of Motor Vehicle driving record

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