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Key Responsibilities and Required Skills for Used Car Manager

💰 $ - $

AutomotiveSalesManagement

🎯 Role Definition

The Used Car Manager (Pre-Owned Manager) leads the dealership's pre-owned vehicle business with end-to-end ownership of acquisition, inventory mix, pricing strategy, reconditioning, merchandising, and retail and wholesale disposition. This role drives gross margin and turn, optimizes stocking levels using market data and DMS/CRM tools, coaches and disciplines sales and BDC activity for pre-owned vehicles, and ensures regulatory, title, and disclosure compliance. The ideal candidate combines automotive appraisal and remarketing experience with strong digital retailing, vendor negotiation, and team leadership skills to grow profitable used-vehicle sales.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Pre-Owned Sales Consultant / Senior Sales Representative
  • Used Car Supervisor / Lot Manager
  • Wholesale/Acquisitions Specialist

Advancement To:

  • General Sales Manager (GSM)
  • Fixed Operations or Retail Operations Director
  • Store/Dealer Principal / General Manager

Lateral Moves:

  • Fleet Remarketing Manager
  • Internet / Digital Retailing Manager

Core Responsibilities

Primary Functions

  • Lead acquisition strategy for the pre-owned inventory by sourcing retail trades, dealer trades, auctions (Manheim, ADESA), online channels, rental/fleet outlets, and private party purchases while controlling acquisition cost and target gross per vehicle.
  • Conduct accurate vehicle appraisals on trades and acquisitions using market tools (vAuto, Kelley Blue Book, Black Book, Carfax) and physical inspections to determine reconditioning needs, repair costs, and realistic retail pricing to protect margin.
  • Set and execute dynamic pricing strategy across the used vehicle mix using market data, turn goals, floor-plan costs, and competitive analysis; adjust prices to maximize gross while meeting targeted days-to-turn KPIs.
  • Own day-to-day inventory management: plan stocking by age, segments, mileage, and price bands; manage transfer decisions; rotate slow-moving units; and execute lot and showroom merchandising for conversion.
  • Manage the reconditioning process: build estimates, prioritize repair/rework schedules, coordinate with service and body shop teams, and monitor reconditioning timelines to reduce days-to-ready and minimize cost overruns.
  • Supervise and coach the used vehicle sales team and BDC on prospecting, effective follow-up, upselling warranties and F&I products, closing techniques for pre-owned customers, and delivery cadence to improve conversion and CSI.
  • Drive digital merchandising and online retailing: create search-optimized vehicle descriptions, professional photos, 360 media, and accurate vehicle history disclosures; manage VIN-level listings across third-party portals (Cars.com, Autotrader) and the dealership website.
  • Monitor and report on weekly and monthly used-car P&L, gross per unit, front-end gross, turn rate, aging, floorplan interest, and other KPIs; present actionable plans to General Manager or ownership to hit targets.
  • Execute remarketing and wholesale strategies for aged or distressed units, including preparing cars for auction, coordinating with third-party wholesalers, and setting minimum acceptable bids to protect floors and reduce carrying costs.
  • Ensure compliance with all legal and regulatory requirements for pre-owned sales: title transfers, Odometer Disclosure, Buy/Sell documentation, state-specific regulations, and proper consumer disclosures to mitigate risk and ensure audit readiness.
  • Manage relationships with lenders, floorplan providers, auctions, reconditioning vendors, independent appraisers, and detail/lot services to negotiate favorable terms, reduce costs, and improve service levels.
  • Train and enforce standard operating procedures for vehicle check-in, appraisal documentation, electronic title processing, and paperwork compliance to reduce errors, curtail losses, and improve speed-to-market.
  • Implement loss-prevention and quality control checks: VIN audits, key control, lot security protocols, and post-sale verification to reduce shrinkage and reconciling DMS inventory with physical stock.
  • Partner with Marketing and Internet Sales to design promotions, seasonal campaigns, and targeted email/SMS outreach to accelerate turn and move aging inventory while protecting margins.
  • Drive vehicle trade-in valuation strategies with sales consultants to increase retailable trades and reduce direct acquisition costs, providing on-floor support to negotiate complex customer trade-ins.
  • Lead pricing and inventory reviews with management and ownership, leveraging market intel and competitive showroom sweeps to proactively adjust merchandising, incentives, and floorplan usage.
  • Administer warranty, CPO, and certification programs for eligible units; coordinate with OEM processes for certification, extended warranties, and final approval to capture higher retail premiums.
  • Forecast used vehicle demand and propose actionable inventory buys to the purchasing team to optimize make/model/mileage distribution for local market demand and seasonality.
  • Mentor, recruit, and develop high-performing used-car sales and acquisitions teams, building a performance culture focused on accountability, detailed reporting, and continuous improvement.
  • Coordinate with Service, Parts, and F&I to create bundled offers and service/maintenance packages that increase overall vehicle retail value and customer retention.
  • Facilitate seamless vehicle delivery experience: final inspections, accessory installation, PDI, walk-through, and documentation handoff to maximize CSI and referral business.
  • Maintain up-to-date knowledge of market trends, emerging remarketing channels (digital auctions, online wholesale), and new tools for pricing and data analytics to modernize used-car operations.

Secondary Functions

  • Support digital lead flow conversion by partnering with Internet Sales managers to ensure rapid responses to online leads and accurate online vehicle information.
  • Conduct competitive market scans and secret-shop competitor inventory to identify pricing gaps and merchandising opportunities.
  • Oversee photo day logistics and vendor management for photography, inspections, and condition reports to support high-converting listings.
  • Assist with special programs such as dealer trade days, off-site sales events, and auction representation when needed.
  • Maintain detailed records in the DMS and CRM for all acquisitions, appraisals, reconditioning actions, and disposition results for performance analysis.
  • Implement and refine a standard checklist for vehicle intake, mechanical checks, cosmetic repairs, and final delivery readiness to streamline recon processes.
  • Work cross-functionally to design incentives and retention offers for repeat pre-owned buyers and referral programs to grow organic foot traffic.
  • Review and update the dealership’s pre-owned policies and SOPs annually to reflect compliance changes and best practices.
  • Coordinate with finance and accounting to reconcile floorplan payoffs, interest allocations, and aged inventory reserves.
  • Provide ad-hoc support for special projects such as lot expansions, inventory audits, technology rollouts (DMS/CRM), or process improvement initiatives.

Required Skills & Competencies

Hard Skills (Technical)

  • Used-vehicle appraisal and valuation (trades, wholesale, private party) using market tools: vAuto, Kelley Blue Book, Black Book, Manheim and Carfax data.
  • Inventory management and merchandising: stock mix planning, aging reports, turn optimization, and lot/showroom presentation.
  • Digital retailing and online listing optimization: SEO-friendly vehicle descriptions, VIN-level data feed management, and portal management (AutoTrader, Cars.com).
  • Reconditioning management: write-ups, estimate review, repair cost control, and contractor/vendor negotiation.
  • Financial literacy for automotive retail: floorplan economics, gross calculations, front-end/back-end P&L, and KPI reporting.
  • Auction experience and wholesale remarketing (on-site and online auction platforms such as Manheim, ADESA).
  • CRM and DMS proficiency: Dealertrack, Reynolds & Reynolds, CDK, DealerSocket or equivalent.
  • Microsoft Excel and reporting skills: pivot tables, VLOOKUPs, and KPI dashboards for inventory, aging, and P&L analysis.
  • Regulatory and title compliance knowledge: state title laws, odometer disclosure, Buy/Sell agreements, and consumer protection rules.
  • Customer finance and F&I collaboration: structuring deals, preparing wholesale vs retail deals, and capturing F&I revenue.
  • Photo and media standards for vehicle listings, VIN-level condition reports, and vehicle history disclosures.
  • Negotiation skills for acquisitions, vendor contracts, and lender/floorplan terms.

Soft Skills

  • Leadership and team development: motivate, coach, and hold team accountable for performance and standards.
  • Strong verbal and written communication for customer interactions, vendor negotiations, and executive reporting.
  • Analytical problem solving: interpret market data and KPIs to make timely inventory and pricing decisions.
  • High attention to detail to ensure title accuracy, paperwork compliance, and recon quality control.
  • Time management and prioritization in a fast-paced retail environment with multiple competing deadlines.
  • Customer-focused sales orientation with strong closing and objection-handling skills.
  • Resilience and adaptability to respond to market volatility, supply challenges, and seasonality.
  • Collaborative cross-functional mindset when working with Service, F&I, Marketing, and Collections.
  • Ethical judgment and integrity to reduce shrinkage, manage disclosures, and ensure compliant transactions.
  • Coaching and training aptitude to elevate individual and team selling and operational skills.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED required.

Preferred Education:

  • Associate's or Bachelor's degree in Business, Automotive Technology, Management, or related field preferred.

Relevant Fields of Study:

  • Automotive Technology
  • Business Administration
  • Sales & Marketing
  • Supply Chain / Logistics

Experience Requirements

Typical Experience Range: 3–7+ years in used-vehicle management, acquisitions, or retail automotive sales with progressive responsibility.

Preferred:

  • 5+ years managing pre-owned inventory and leading a used-car team at a retail dealership or large remarketing operation.
  • Proven track record of meeting gross per unit and turn targets, strong auction and wholesale experience, and familiarity with key retail tools (vAuto, Manheim, Dealertrack, Carfax).
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