Dealership Management Systems Administrator

Do you want to work at a place where your success is our success?

Is "doing the right thing" important to you? If so, we want you on our team!

The Dealership Database Administrator Is responsible for the administration, configuration, security, and ongoing optimization of the dealership's business-critical software applications and operational systems. This position serves as the primary systems administrator for Tekion and other dealership technology platforms, ensuring system integrity, user security, reporting accuracy, regulatory compliance, and operational efficiency.

This role requires the exercise of independent judgment and discretion in administering complex business systems, analyzing operational needs, recommending system improvements, troubleshooting application issues, managing security permissions, and serving as the primary liaison with software vendors. The position directly supports dealership leadership by developing reports, maintaining system configurations, and implementing technology solutions that improve business operations. Wages include Base salary range of $90,000-$100,000.

Essential Duties And Responsibilities

• Administer user security, employee onboarding, and user account management.
• Create, modify, deactivate, and audit user accounts.
• Configure and maintain security roles and access permissions.
• Maintain working knowledge of Tekion's extensive permission structure to ensure employees receive appropriate system access based on business needs.
• Review, evaluate, and approve role modification requests while maintaining security controls and segregation of duties.
• Conduct periodic audits of user access and system security.

• Vehicle Inventory Setup
• Sales Setup
• General Ledger Account Mapping (GLAM)
• Chart of Accounts
• Journal Controls
• Auto Post Settings
• General Ledger Report Generator
• Labor Pricing
• Other system configuration settings supporting dealership operations
• Evaluate operational requests from management and determine appropriate system configuration changes while considering downstream operational and accounting impacts.
• System Support & Vendor Management
• Diagnose application issues and determine root causes.
• Document software defects and enhancement requests.
• Open, manage, and escalate support cases with Tekion.
• Coordinate testing and validation of vendor-provided fixes.
• Maintain documentation of recurring issues and resolutions.

• Develop, maintain, and distribute standard operational reports.
• Create and modify custom reports using Tekion reporting tools.
• Utilize Analytics Portal and Custom Library functionality.
• Prepare executive reporting packages including
• Weekly executive reports
• Month-end operational reports
• Management reporting requested by leadership
• Analyze report accuracy and recommend reporting improvements.
• Hardware Administration
• Configure Tekion-compatible printers and scanners.
• Maintain device definitions and hardware connectivity.
• Coordinate deployment and replacement of supported hardware.

• Maintain Macro Express automation supporting dealership sales reporting.
• Monitor automated export processes from Tekion.
• Ensure timely transmission of dealership data to AWS shared environments.
• Troubleshoot automation failures and coordinate corrective action.
• Support reporting applications dependent upon automated data transfers.

Serve as the dealership's advanced Microsoft Excel resource by

• Maintaining operational reporting workbooks.
• Supporting daily sales documentation.
• Maintaining Finance & Insurance productivity reporting.
• Developing formulas, templates, and reporting tools.
• Improving reporting efficiency through automation.
• Creating Pivot Tables and analytical dashboards.
• Validating data accuracy across reporting systems.

Administer dealership privacy compliance functions including

• Customer CCPA requests
• Marketing opt-out requests
• CRM lead opt-outs
• Stop sharing requests
• Consumer data deletion requests
• Compliance reporting
• Scheduled GearSync reporting
• Maintenance of regulatory documentation
• Ensure dealership compliance with applicable consumer privacy regulations.

• Manage user accounts.
• Configure user permissions.
• Maintain access security.
• Coordinate user access requests with dealership management.

• Evaluate business processes and recommend technology improvements.
• Research new system functionality and operational enhancements.
• Develop and maintain system documentation.
• Train users on system functionality and best practices.
• Support cross-functional departments including Sales, Service, Parts, Accounting, Finance, and Executive Leadership.
• Maintain data integrity across supported systems.
• Participate in software implementations, upgrades, and testing.
• Assist with disaster recovery planning and business continuity related to supported applications.
• Perform additional duties as assigned.

• Knowledge of Microsoft Windows administrative tools
• Bachelor's degree in information technology, Computer Science, Information Systems, or related field preferred; equivalent experience considered.
• Minimum 3-5 years of IT systems administration experience.
• Experience supporting multiple business locations preferred.
• Automotive dealership experience and familiarity with dealership management systems (DMS/Tekion) are strongly preferred.
• Experience in Microsoft Endpoint Manager, and help desk ticketing software
• Superb project management and time management skills
• Ability to travel up to 25% of the time
• Must have a valid driver’s license and maintain a safe driving record
• Ability to utilize advanced Excel functions including
• VLOOKUP/XLOOKUP
• INDEX/MATCH
• SUMIF/SUMIFS
• COUNTIF/COUNTIFS
• Nested IF statements
• Text functions
• Pivot Tables
• Data validation
• Conditional formatting

The physical demands 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. Individual will be required to

• Prolonged periods of sitting while working at a computer.
• Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office equipment.
• Frequent viewing of computer monitors requiring close vision, color vision, depth perception, and the ability to adjust focus.
• Regular communication with employees, vendors, and management in person, by telephone, and through virtual meeting platforms.
• Occasionally required to stand, walk, bend, reach, and stoop
• May occasionally access server rooms or data closets, requiring the ability to work in confined spaces and around electronic equipment.
• Ability to travel occasionally between company locations, if required, to support hardware, network, or database-related projects.

Benefits of working with us

• Full suite of medical benefits, which includes health, dental and vision insurance.
• 401K with a generous Company match
• Team member discounts for cars, service, parts, and retail goods
• Tuition reimbursement
• Ongoing training and industry education through our in-house “Penske College” to help advance this position from a job to a career.
• Employee Referral Bonus Program because your friends will want to work where you do.
• Company and corporate partner discounts to companies like GE, Dell, Microsoft, Quicken, and many others.

Longo Toyota and Longo Lexus, part of Penske Motor Group, LLC, is taking a different approach to automotive sales. We understand that the wants and needs of our guest are changing every day. By adapting and providing superior guest service has made Longo the #1 Toyota retailer for 50 consecutive years and the world’s largest dealership.

We’re looking for Team Members who are eager, well-rounded, ambitious and who want to jump into a new and exciting career. Our Learning & Development programs are geared to provide you with the proper introduction into the organization and our team of experts in every discipline will provide you the guidance needed to ensure your success.

Some companies may promise the world by offering you a fancy title or tell you about a creative benefits program that doesn’t fit your personal needs. We firmly believe in transparency with everything that we do and in providing a variety of benefit offerings that allow our Team Members to select those that are important to them. With our average Team Member having been with Longo for more than 9-years, you can tell that these beliefs are deeply rooted in our culture.

If you have experience in any industry or organization that focuses on providing a superior guest experience, then apply today.

And a Little More About Us

Check us out on YouTube

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