Senior Dealership Administrator / Dealership Controller
KAR Auto Sales – Mississauga, ON
Full-Time or Part Time | In-Person
About the Role
KAR Auto Sales is looking for an experienced Senior Dealership Administrator / Dealership Controller to help bring structure, accuracy and strong administrative controls to our growing used vehicle dealership.
This is an important position within our dealership.
As we continue to grow, we are looking for someone with previous automotive dealership experience who understands that a well-run dealership requires more than selling vehicles. Deal files need to be complete, transactions need to be processed accurately, documentation needs to be organized, deadlines need to be followed and dealership processes need to remain compliant with applicable Ontario requirements.
This is not an entry-level dealership administration position.
We are looking for someone who understands dealership operations and can take ownership of the administrative side of the business while working closely with management, sales and the business office.
Key Responsibilities
Responsibilities will include:
- Reviewing vehicle deal files for accuracy and completeness
- Ensuring required documentation is properly completed and maintained
- Maintaining organized and audit-ready deal files
- Processing vehicle sales documentation
- Managing vehicle licensing and registration documentation
- Monitoring outstanding documents and incomplete deal files
- Ensuring required signatures, disclosures and supporting documents are present
- Maintaining accurate vehicle and customer records
- Tracking vehicle purchases, sales and inventory documentation
- Processing and reconciling vehicle transactions
- Managing lien payout and related documentation where applicable
- Tracking funding and outstanding receivables related to vehicle transactions
- Working with the business office to ensure funded deals are completed and documented correctly
- Coordinating with management regarding outstanding administrative issues
- Maintaining dealership records and documentation
- Assisting with month-end processes and reporting
- Supporting accounting and reconciliation processes
- Identifying administrative errors or missing documentation before they become larger problems
- Developing and maintaining administrative checklists and controls
- Helping management improve dealership processes and accountability
- Supporting the dealership during audits, reviews or information requests
- Maintaining confidentiality of customer and dealership information
Compliance & Deal File Controls
A major responsibility of this position will be helping ensure that dealership processes and documentation remain consistent with applicable Ontario motor vehicle dealer requirements.
The successful candidate should have experience with, or a strong working understanding of:
- OMVIC requirements
- MVDA requirements and dealership documentation
- Bills of Sale
- Required disclosures
- Vehicle advertising and documentation requirements
- Deal-file completeness
- Customer signatures and acknowledgements
- Licensing and registration documentation
- Trade-in documentation
- Lien documentation
- Finance and warranty documentation
- Record retention
- Dealership administrative controls
The role will work closely with management to identify missing documentation, process issues or potential compliance concerns and ensure they are addressed promptly.
What We're Looking For
We are specifically looking for someone with previous automotive dealership administrative, accounting or controller experience.
The ideal candidate is someone who can walk into a dealership environment and understand how a vehicle transaction should move from:
Vehicle Acquisition → Inventory → Sale → Finance → Delivery → Funding → Accounting → Completed Deal File
You should be comfortable identifying when something is missing, following up with the appropriate employee and ensuring it gets completed.
The Right Person
You are:
- Extremely organized
- Detail-oriented
- Comfortable holding others accountable for required documentation
- Experienced with automotive dealership processes
- Able to work independently
- Comfortable working directly with dealership management
- Strong with numbers and reconciliation
- Able to identify inconsistencies and investigate them
- Process-driven
- Comfortable creating structure where processes need improvement
- Able to manage multiple deadlines and priorities
- Professional when dealing with customers, lenders, vendors and regulatory organizations
- Someone who takes ownership rather than waiting to be told what needs to be done
Experience
Required:
- Previous automotive dealership administrative, accounting or controller experience
- Strong understanding of automotive deal files and documentation
- Strong computer and organizational skills
- Experience working with dealership systems or DMS/CRM platforms
- Strong written and verbal communication skills
Preferred:
- 3+ years of dealership administration or accounting experience
- Previous experience as a Senior Deal Clerk, Dealership Administrator, Assistant Controller or Dealership Controller
- Experience working within an Ontario automotive dealership
- Strong familiarity with OMVIC/MVDA requirements
- Experience with used vehicle dealership operations
- Experience with dealership month-end and reconciliations
What Success Looks Like
Success in this role means:
- Deal files are complete and organized
- Required documentation is not being missed
- Outstanding items are identified quickly
- Funding and transaction paperwork is tracked
- Administrative deadlines are met
- Management has accurate information
- Processes are documented and consistently followed
- Problems are identified before they become expensive problems
- The dealership is prepared for audits and regulatory reviews
- The administrative side of the dealership can support continued growth
Why KAR Auto Sales?
KAR Auto Sales is continuing to grow and professionalize its operation.
We are looking for an experienced dealership professional who can help us build the administrative structure and controls required for the next stage of that growth.
This position will have direct access to dealership management and the opportunity to have a meaningful impact on how the business operates.
For the right person, there is significant opportunity to grow alongside the dealership as the operation expands.
Full-time or Part Time, in-person position in Mississauga, Ontario.
If you have strong dealership administrative or controller experience and take pride in running an organized, accurate and compliant dealership office, we'd like to hear from you.
Pay: $45,000.00-$69,000.00 per year
Work Location: In person
