State Administration Manager

4 days ago

Port Melbourne, Australia Dutton Automotive Full time

**Company Description**
Dutton Automotive is Australia's largest retailer and wholesaler of pre-owned luxury, exotic, prestige, family, and commercial vehicles. With a proud heritage and a national footprint, we are passionate about operational excellence and exceptional service delivery.

We’re now seeking a brilliant and driven **State Administration Manager** to join our Victorian team and lead administrative excellence across multiple dealership locations, including managing their own flagship site.

As the State Administration Manager, you will manage the day-to-day administration of your own dealership (Dutton One - Port Melbourne) while leading and supporting Site Admin Managers and teams across all Victorian locations, including our reconditioning hub. This is a hands-on leadership role that balances local site responsibilities with statewide oversight to ensure compliance, consistency, and operational success.

**Key Responsibilities**

**Leadership, Recruitment & Performance**
- Lead your own site’s administration while overseeing other Admin Managers and teams across the state
- Conduct regular performance reviews, support professional development, and foster a culture of continuous improvement
- Standardise administrative processes, documentation, and reporting across all locations
- Perform audits and implement proactive process enhancements

**Financial Administration**
- Oversee Accounts Receivable, ensuring timely and accurate allocations
- Complete daily bank reconciliations
- Manage Accounts Payable, ensuring daily batch uploads and spreadsheet alignment
- Oversee vehicle payments and processing
- Ensure accurate, timely P&L reporting
- Assist with accruals, reconciliations, and month-end processes

**Site-Level Administration - Dutton One Westgate**
- Manage vehicle sale input, registrations, and compliance documentation
- Handle supplier invoice input and vehicle acquisitions/disposals
- Conduct monthly stocktakes and ensure full accountability of vehicle inventory

**Operational Support**
- Process commissions, bonuses, and private vehicle purchases
- Provide leave cover for team administrative functions
- Manage fines, fuel, tolls, encumbrances, and internal vehicle lists
- Handle import-related costings (duties, GST, compliance)

**Reporting & Compliance**
- Conduct daily report checks and backend clean-ups
- Maintain timesheets and ensure accuracy of payroll data
- Uphold internal controls and ensure audit readiness

**Qualifications**
You will have proven abilities in the following:

- Proven experience in senior administration or operational finance roles
- Proven leadership experience managing both people and processes
- High level of initiative, attention to detail, and problem-solving capability
- Experience in multi-site or dealership environments preferred

**Additional Information** Why work for us?**
- You will have access to a fully funded Employee Assistance Program to provide you with the support and resources to thrive personally and professionally.
- Company-funded flu vaccinations
- Refer a friend and we will provide an upfront bonus
- A day off for your birthday and;
- Annual Family fun days, held across the country.

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