Branch Administrator

Dobbs Truck Group operates 23 commercial truck dealerships through two operating companies – Dobbs Peterbilt and Western Truck Center. These dealerships represent some of the best commercial truck brands including Peterbilt, Volvo, Mack, Autocar, and Hino and include locations in Arkansas, California, Louisiana, Mississippi, Oregon, Tennessee, and Washington.

I. General Job Description

The Branch Administrator provides essential operational, administrative, and cross-functional support to ensure the smooth daily functioning of the dealership. This role serves as a central point of coordination between departments, supporting financial processing, front office operations, service and parts workflows, customer communication, and facility needs. The Branch Administrator also plays a key role in store-level event coordination, record management, and communication with corporate teams. Success in this role requires strong organizational skills, a high degree of initiative, attention to detail, and the ability to manage multiple priorities while maintaining professionalism and confidentiality. 

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Responsibilities

Financial & Accounting Support

• Process customer charge payments and deposits accurately.
• Code and process vendor invoices including PACCAR and local invoices.
• Submit invoices for vendor payment in coordination with the accounting team.
• Maintain and reconcile accounting schedules including cash, warranty, cores and parts returns. 
• Support bank-related tasks including deposits and daily cash handling procedures.

Office & Facility Administration 

• Maintain adequate levels of office supplies and submit purchase orders as required.
• Manage daily mail distribution, customer greeting, and front office reception.
• Answer phone inquiries professionally and direct calls appropriately.
• Maintain and organize filing systems including sales records and transactional documents.

 Service & Parts Support

• Follow the service intake process when opening customer invoices; support the service team with job flow procedures.
• Follow parts customer order and invoicing processes to assist the parts counter as needed.
• Assist with inventory cycle counting under the direction of the Parts Manager.
• Support shipping and receiving with warranty part return processes and ensure accurate storage and tracking.

Team Support & Scheduling

• Provide administrative support to parts department during annual inventory.
• Coordinate the planning and execution of store-level events and employee activities.

Customer & Interdepartmental Communication

• Serve as a central communication point between the store and corporate departments.
• Maintain effective relationships with vendors, sales staff, service, and parts departments.
• Support dealership team with special projects and cross-functional needs.

II. Minimum Job Qualifications

• Associate's degree preferably in Business Administration, Accounting, Office Management, or a related field, or equivalent in relevant work experience.
• 3+ years of administrative or office coordination experience.
• Strong knowledge of general accounting principles and invoice processing.
• Excellent communication, organizational, and multitasking skills.
• Proficient with Microsoft Office Suite and capable of learning internal systems quickly.
• Must be detail-oriented, dependable, and able to work with minimal supervision.
• Notary Public certification (or willingness to obtain within 90 days of hire).

III. Desired Job Qualifications

• Two years of administrative or office coordination experience, preferably within a heavy-duty truck dealership or related automotive industry environment.
• Bilingual in Spanish 

IV. Mental Capability Requirements 

• Comprehension: Ability to understand opposing points of view on highly complex issues, negotiate, and integrate different viewpoints.
• Organization: Ability to organize and prioritize work schedules of others on long-term basis.
• Reasoning & Decision Making: Ability to make decisions with significant impact on department’s credibility, operations, and services.
• Communication: Ability to formulate complex and comprehensive materials, such as legal documents, authoritative reports, official publications of major scope and impacts, and make formal presentations.
• Mathematics: Ability to compute, analyze, and interpret complex statistical data and develop forecasts and computer models.

V. Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to handle or feel, reach with hands and arms, and talk or hear. The employee is frequently required to stand, walk, climb or balance, stoop, kneel, crouch or crawl, and taste or smell. The employee is required to sit for long periods of time. The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds, and occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include color vision, peripheral vision, depth perception, and the ability to adjust focus.

While performing the duties of this job, the employee is regularly exposed to moving mechanical parts and risk of electrical shock. The employee is frequently exposed to wet and/or humid conditions, extreme heat, and vibration. The employee is occasionally exposed to high, precarious places, fumes or airborne particles, toxic or caustic chemicals, and outside weather conditions. The noise level is normally loud.

VI. Common Expectations of Performance for all Employees

The following includes common expectations for all employees of the Company. The evaluation of job performance will be based on these common expectations as well as the position-specific responsibilities described above.

Communications, Teamwork, and Feedback to Others

• Contribute to a work environment that is based on trust and respect.
• Have discussions on a regular basis with their manager to discuss opportunities to best achieve individual performance objectives and departmental goals.
• Suggest ways to improve the efficiency of conducting their job duties.
• Promote continuous improvement and change to support company growth.
• Mentor others unselfishly.
• Give credit where it’s due.

Company Loyal Policies and Work Ethic

• Adhere to the policies contained in the Employee Handbook.
• Adhere to the Company’s Employee Conduct Policy.
• Support management decisions toward meeting company goals.
• Be open and receptive to new ideas, regardless of their origin.
• Make prudent decisions, which are based on the best interest of the Company and its long-term future.

We are an Equal Opportunity Employer

Dobbs Truck Group operates 23 commercial truck dealerships through two operating companies – Dobbs Peterbilt and Western Truck Center.

Dobbs Peterbilt and Western Truck Center are equal opportunity employers that values a broad diversity of talent, knowledge, experience, and expertise. We foster a culture of inclusion that drives employee engagement to deliver superior performance to the communities we serve. Dobbs Peterbilt and Western Truck Parts do not discriminate in hiring or employment on the basis of race, color, religious creed, national origin, sex, ancestry, pregnancy, genetic information, gender identity, sexual orientation, or marital status; or on the basis of age against persons whose age is 40 and over, or on the basis of physical or mental disability; or to disabled veterans or to Vietnam veterans.

We are proud to be an affirmative action employer and encourage minorities, women, individuals with disabilities, and veterans to join our team.