Dealership Management Systems Administrator

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.

Responsibilities

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.

System Configuration

• 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.

Reporting & Analytics

• 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.

Sales Board Administration

• 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.

Business Reporting & Excel Solutions

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.

Comply Auto Administration

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.

Dealer Daily Administration

• Manage user accounts.

• Configure user permissions.

• Maintain access security.

• Coordinate user access requests with dealership management.

Systems Administration & Operational Support

• 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.

Are you passionate about building, programming, software, troubleshooting and while making a difference every single day?

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

Physical Demands

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.

• Full Suite of Medical Benefits to include Health, Telemedicine, Dental and Vision Insurance.
• Retirement Program with a Wells Fargo 401(K) that includes a generous Company Match.
• Company Discounts on New / Leased Vehicle Purchases, Parts and Service.
• Corporate Partner Discounts with companies such as Yeti, Oakley, Ray Ban, General Electric, Microsoft, Quicken, Dell Computers, PC Mall, Verizon Wireless, AAA Insurance and many more.
• Tuition Reimbursement.
• Tuition Discount with our education partner at Drexel University.
• Service Award Program with Tiffany.
• Free Employee Parking
• Access to our Health & Wellness Program which includes access to a Wellness Coach, gym discounts, monthly wellness events and more.

Headquartered in El Monte, CA, PMG’s flagship store, Longo Toyota, is the world’s largest dealership and the #1 Toyota retailer in the U.S. since 1967 with a diverse workforce speaking over 40 languages and dialects. Longo Lexus serves as the #1 Lexus dealership in the Western U.S. since 1990 and Lexus of Stevens Creek, located in San Jose, CA is the #1 volume luxury retailer in Northern California. Mercedes-Benz of Marin, located in San Rafael, CA is a repeat recipient of the Best of the Best dealership award for excellence in sales, guest satisfaction, and service quality, presented only to the top 15% of dealers in the Mercedes-Benz retail network. Longo Toyota of Prosper is our newest location and rapidly expanding.

PMG’s mission is to deliver amazing guest experiences that create lifetime partnerships.

Our team strives to be your automotive dealer of choice for sales, service, parts, and collision repair.

But we won’t stop there…

Community Partnerships are very important to us - our goal is to make a difference in the cities we live and operate.

And, we firmly believe in transperency with everything that we do and in being a TEAM; some of the reasons that our average Team Member has been with Longo for more than 9 years.