Accountants outside of the dealership industry won’t know holdbacks from we-owes, while experienced dealership staff may lack the accounting skills necessary for the position. In many cases, a hybrid approach works best: Promote a promising internal employee while supplementing the team with new hires and outside support in areas such as payroll processing, monthly financial statement and schedule review, or controller-level oversight. 4 IMPLEMENT THE TRANSITION PLAN If the current office manager is still present, prioritize knowledge transfer. Document processes, review recurring tasks, and ensure access to systems, passwords and reporting schedules. Even a few weeks of structured transition can prevent months of confusion later. For internal promotions, provide additional support through formal training, mentorship from an experienced controller, or outside accounting assistance during the transition period. For external hires, onboarding should go beyond basic orientation. New office managers must quickly learn the dealership’s DMS processes, manufacturer reporting requirements and internal workflows. Clear expectations and regular check-ins during the first 90 days can greatly improve success. 5 BUILD DEPTH IN THE ACCOUNTING OFFICE Perhaps the most important lesson from an office manager transition is the need to build depth within the accounting office. Too many dealerships rely heavily on one individual to manage complex financial processes. When that person leaves, the dealership becomes vulnerable to delays, errors and compliance risks. Train employees across key roles, document processes and establish backup coverage for critical tasks. Identify high-potential employees and give them opportunities to develop new skills over time. FINAL THOUGHTS The departure of an office manager can feel disruptive, but it can also present an opportunity. With the right approach, dealers can turn a potentially stressful situation into a strategic improvement for the entire organization. Steve Williams, CPA/ABV, is a member of Tetrick & Bartlett PLLC and has been providing accounting, tax, valuation and consulting services to automobile dealers since 2007. Tetrick & Bartlett PLLC currently serves over 60 dealers in West Virginia, Virginia, Ohio and Pennsylvania and is a member of the AutoCPA Group, a nationwide organization of CPA firms specializing in services to automobile dealers. Steve can be reached at swilliams@tb.cpa or (304) 366-2992. New office managers must quickly learn the dealership’s DMS processes, manufacturer reporting requirements and internal workflows. Clear expectations and regular check-ins during the first 90 days can greatly improve success. WVADA NEWS 15
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