Position Type: Full-Time

Department: Finance, Administration & Operations

Reports To: Owner/General Manager

Position Overview

We are seeking a highly organized, trustworthy, and detail-oriented Finance, Administration & Executive Assistant to support the financial, administrative, compliance, financing, and day-to-day business operations of a busy automotive dealership.

This is a multifaceted position that requires someone who can confidently manage financial and administrative responsibilities while also providing direct support to the Owner/General Manager.

The ideal candidate will be someone who is dependable, discreet, professional, highly organized, and capable of handling confidential business and financial information. The successful candidate will become a trusted member of management's support team and will be expected to work independently, prioritize competing demands, and use sound judgment.

Key ResponsibilitiesExecutive & Personal Assistant Support

- Provide direct administrative and organizational support to the Owner/General Manager.
- Manage and coordinate the owner's schedule, appointments, meetings, and reminders.
- Assist with organizing documents, correspondence, reports, and other business materials.
- Help prioritize daily tasks and follow up on outstanding matters.
- Coordinate communication between the owner and employees, customers, vendors, financial institutions, and other business contacts.
- Handle confidential business, financial, customer, and personnel information with a high level of discretion.
- Prepare information, documents, reports, and summaries for management as required.
- Follow up on tasks and projects on behalf of management to ensure deadlines are met.
- Assist with personal administrative matters related to the owner's business activities when required.
- Act as a reliable point of contact and provide support with time-sensitive requests.
- Anticipate administrative needs and proactively bring outstanding issues to management's attention.
- Maintain a professional and confidential working relationship with the owner and management team.

Accounting & Financial Administration
- Manage month-end financial and administrative procedures.
- Handle Accounts Payable (AP) and Accounts Receivable (AR).
- Complete bank statement reconciliations.
- Perform Visa/credit card reconciliations.
- Handle cheques, Visa transactions, and other payment processing.
- Monitor outstanding payments and investigate discrepancies.




- Maintain accurate financial records and supporting documentation.
- Assist with financial reporting and month-end requirements.
- Communicate with accounting and management regarding outstanding financial matters.

In-House Financing — Weston Motors Finance Inc.
- Manage the day-to-day administration of Weston Motors Finance Inc., the dealership's in-house financing company.
- Manage and maintain a portfolio of 100+ active clients.
- Monitor customer accounts, payments, balances, and account status.
- Monitor and follow up on NSF payments, missed payments, and returned payments.
- Maintain accurate customer financing records and documentation.
- Respond to customer inquiries regarding financing accounts and payments.
- Administer and monitor the company's GPS vehicle monitoring system.
- Maintain records relating to financed vehicles and customers.
- Assist with financing documentation and account administration.

Automotive Financing & Dealership Administration
- Assist with vehicle financing and finance-related administrative processes.
- Process and maintain financing documentation.
- Ensure customer and deal information is accurate and complete.
- Work with dealership systems to support sales and finance operations.
- Assist with maintaining complete and organized deal files.
- Coordinate with sales, finance, accounting, and management as required.

Compliance & OMVIC
- Assist with dealership compliance requirements.
- Maintain documentation relating to OMVIC and other regulatory requirements.
- Ensure required records are complete, accurate, and properly maintained.
- Monitor compliance-related deadlines and documentation.
- Assist management with compliance requests and audits when required.

Systems & Technology The successful candidate should be comfortable working with multiple systems and be able to learn new software quickly. Experience with the following is an asset:
- Dealertrack
- CRM systems
- Meta/business platforms
- Banking and financial systems
- Visa/credit card processing systems
- GPS vehicle monitoring systems




- Microsoft Office and other administrative software

Qualifications & Personal Attributes The successful candidate should demonstrate:
- Trustworthiness and integrity
- Absolute discretion and confidentiality
- Solid organizational and time-management skills
- Excellent attention to detail
- Strong financial and administrative skills
- Ability to manage confidential information appropriately
- Ability to work independently with minimal supervision
- Strong follow-up skills and a proactive approach
- Professional communication and interpersonal skills
- Ability to prioritize multiple tasks and changing demands
- Strong problem-solving and organizational abilities
- Reliability and accountability
- Ability to work comfortably with management, employees, customers, financial institutions, and outside partners
- Previous experience in automotive, accounting, finance, administration, or executive assistance is an asset

The Ideal Candidate The ideal candidate is someone who can be relied upon to get things done. This person will be trusted with sensitive financial information, customer accounts, compliance documentation, and confidential business matters. They must be comfortable working closely with the Owner/General Manager, managing competing priorities, following through on assignments, and bringing important matters to management's attention without needing constant direction.

The successful candidate will be loyal, dependable, discreet, organized, proactive, and professional, with the ability to understand the importance of confidentiality and trust in a close working relationship with ownership.

What This Role Offers

This is an opportunity for someone who wants to take on a key role within an established automotive dealership and work closely with ownership across finance, administration, compliance, operations, and business management.

The position offers significant exposure to multiple areas of the business and requires someone who is comfortable taking ownership of their responsibilities and becoming an integral part of the day-to-day operation.

Pay: $50,000.00-$70,000.00 per year

Benefits

- On-site parking

Experience:
- Bookkeeping: 1 year (required)
- Accounts payable: 1 year (required)
- Accounts receivable: 1 year (required)
- dealertrack: 1 year (preferred)

Licence/Certification:
- Class G Licence (required)

Work Location: In person

📌 Finance, Administration & Executive Assistant (Toronto)
🏢 Weston Motors
📍 Toronto