Fixed Operations Accounting Associate in Albany, Georgia at Powerhouse Automotive Group

Position Summary

The Fixed Operations Accounting Associate is responsible for delivering exceptional customer experience while accurately processing payments, maintaining repair order documentation, supporting warranty administration activities, and assisting with fixed operations accounting functions. This position serves as a key administrative resource for the Service Department by helping ensure customer transactions, repair orders, warranty documentation, and financial records are processed accurately and in accordance with dealership and manufacturer requirements.

The role works closely with Service Advisors, Technicians, Parts Personnel, Accounting staff, and the Fixed Operations Accounting Director to support daily dealership operations while maintaining a high level of accuracy, organization, and customer service.

• Availability to work 5 days, Monday - Saturday.
• Month-End Schedule: Mandatory Saturday shift if the calendar month-end falls on a Saturday.

Essential Duties & Responsibilities

Customer Service & Cashiering

• Process customer payments for service, parts, and related transactions accurately and efficiently.
• Handle cash, checks, credit card payments, and electronic payments in accordance with dealership procedures.
• Provide a professional and friendly customer checkout experience.
• Answer incoming telephone calls and direct customers to the appropriate department.
• Assist customers with questions regarding invoices, payments, and service documentation.
• Maintain a clean, organized, professional cashier and reception area.
• Support customer follow-up activities, including contacting customers regarding vehicle pickup status as assigned.

Repair Order Administration

• Review repair orders for completeness, accuracy, and required supporting documentation prior to final processing.
• Verify required customer signatures, authorizations, and supporting paperwork are attached to repair orders.
• Assist with organizing and maintaining customer-pay, internal, and warranty repair order files.
• Ensure repair order documentation is properly filed and retained according to dealership procedures.
• Communicate missing information or documentation discrepancies to service personnel for correction.
• Assist with work-in-process reviews and repair order tracking activities.

Warranty Documentation Support

• Assist with the collection, scanning, organization, and maintenance of warranty documentation.
• Review repair order files to ensure required warranty documentation is present and complete.
• Maintain manufacturer-required warranty records and supporting documentation.
• Assist with correcting documentation deficiencies identified during warranty reviews or audits.
• Support warranty audit preparation by maintaining organized and accessible records.
• Complete manufacturer and dealership training related to warranty administration as assigned.

Accounting & Administrative Support

• Balance cash drawers and reconcile daily receipts.
• Prepare deposits and supporting documentation according to dealership policies.
• Assist with daily reconciliation of transactions and repair order schedules.
• Maintain accurate records of financial transactions and supporting documentation.
• Support month-end processing, reporting, and document collection activities.
• Assist with vendor invoice tracking, document organization, and purchase order record maintenance as assigned.
• Follow all dealership accounting controls, internal procedures, and confidentiality standards.

Department Support

• Work collaboratively with Service Advisors, Parts Personnel, Accounting Staff, and Management.
• Provide administrative support for fixed operations processes and special projects as assigned.
• Maintain accuracy and attention to detail in all customer, financial, and operational records.
• Perform other duties as assigned.

Qualifications

• Previous customer service, cashiering, administrative, and/or office support experience.
• Accounting and reconciliation skills.
• Excellent communication and customer service abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Preferred prior dealership experience and dealership management systems such as Dealertrack.
• Preferred experience working with repair orders, service billing, warranty documentation, or accounting support functions.
• Knowledge of dealership service and parts operations.

Physical Requirements

• Ability to sit, stand, and walk for extended periods throughout the workday.
• Frequent use of computers, telephones, and office equipment.
• Ability to lift up to 20 pounds occasionally.
• Ability to work occasional overtime or additional hours during month-end and peak business periods.

Powerhouse Automotive Group is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information or any other protected status as outlined by federal, state, or local laws. We are committed to providing reasonable accommodations to individuals with disabilities throughout the hiring process.