Vehicle Accounting Administrator

Job Description

Vehicle Accounting Administrator

Setting/Hours: 100% In-Office | 9-4
Join trak group in partnering with a growing client in West Chester, Ohio that’s expanding its Shared Services team. 

Position Summary

We are seeking a detail-oriented Vehicle Accounting Administrator to support wholesale, purchase, and dealer trade accounting activities while delivering exceptional internal customer service. This role is responsible for processing vehicle transactions, coordinating documentation, managing payoffs, and ensuring transactions are posted accurately and timely. The ideal candidate is highly organized, customer-focused, and able to effectively manage multiple priorities while collaborating with dealerships, auctions, lenders, and internal departments.

Key Responsibilities

• Process and post wholesale, purchase, dealer trade, buyback, and auction vehicle transactions accurately and efficiently.

• Deliver exceptional internal customer service by responding to emails, voicemails, and inquiries within established service expectations.

• Process vehicle payoffs using electronic payment systems and lender/manufacturer portals.

• Review transaction documentation for accuracy and completeness, including titles, MSOs, and supporting paperwork.

• Coordinate with the Title Department to ensure timely title processing and ownership transfers.

• Maintain transaction tracking logs and monitor outstanding purchases, wholesales, dealer trades, and missing documentation.

• Communicate with dealerships, buyers, auctions, lenders, and internal departments to resolve documentation, title, mileage, and transaction issues.

• Match incoming dealer trade documentation with transaction files and maintain organized records.

• Process incoming payments and coordinate with Accounts Receivable for timely deposits.

• Monitor account reconciliations and resolve outstanding issues related to floorplans, buybacks, dealer trades, and wholesale transactions.

• Perform monthly reconciliations, vehicle counts, reporting, and transaction audits.

• Archive completed transaction files in accordance with company procedures.

• Provide backup support for retail deal processing, title administration, front desk responsibilities, and other accounting team functions as needed.

• Participate in process improvement initiatives and recommend opportunities to increase efficiency and accuracy.

Qualifications

• Previous experience in automotive accounting, dealership accounting, title processing, deal posting, or vehicle administration preferred.

• Strong customer service skills with the ability to respond promptly and professionally to internal and external inquiries.

• Excellent organizational skills with the ability to manage multiple priorities and deadlines.

• High level of accuracy and attention to detail.

• Strong written and verbal communication skills.

• Proficiency with Microsoft Office applications and dealership management systems.

• Experience processing wholesale, auction, dealer trade, and vehicle purchase transactions is highly preferred.

• Ability to work independently while collaborating effectively with cross-functional teams.

• Strong problem-solving skills and the ability to resolve transaction discrepancies efficiently.

Ideal Candidate Profile

• Customer-focused professional who provides timely, responsive support to internal departments and business partners.

• Detail-oriented individual who takes ownership of transaction accuracy and follow-through.

• Organized multitasker who thrives in a fast-paced dealership accounting environment.

• Collaborative team player willing to assist across multiple accounting functions as business needs require.

• Continuous improvement mindset with a proactive approach to identifying process efficiencies and enhancing operational performance.

If you're ready to take the next step in your career and want to make an impact, partner with trak group to explore this opportunity.