Title Administration Clerk L3

National Powersport Auctions•NPA Dallas, TX

8d•Onsite

About The Position

National Powersport Auctions (NPA) is the world's largest powersport auction and remarketing company. This person is responsible for and not limited to all administrative duties. You are the face of National Powersport Auctions, and the importance of customer service cannot be overstated. You are always responsible for setting a good example for NPA and its employees. You will portray a positive image and always act respectfully to others. You will encourage a safe and healthy working environment.

Requirements

Must be the face of National Powersport Auctions, emphasizing customer service.
Must set a good example for NPA and its employees.
Must portray a positive image and act respectfully to others.
Must encourage a safe and healthy working environment.
Arrive to work on time per the required work schedule.
Always be courteous and respectful to fellow employees and customers.
Dress appropriately for job duties and within the parameters of the employee manual.
Always pick up after yourself.
Keep your work area neat and clean.
Always ask questions if unsure.

Nice To Haves

Experience with AMS (Auction Management System) or similar software.
Familiarity with powersport vehicles and the auction process.
Experience with financial transactions, including cash handling and bank deposits.
Proficiency in scanning and emailing documents.
Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.

Responsibilities

Handle incoming phone calls, emails, phone messages (personal & main line), and faxes, responding accordingly.
Collect and disperse mail, including titles, checks, parts, etc.
Receive folders and invoices from other locations, check them in AMS, and file accordingly.
File received invoices in the appropriate place.
Process e-sale invoices for locally sold units, print them, and pull corresponding folders.
Check VINs on invoices against titles.
Scan invoices and titles and email them to foreign buyers, filing or sending accordingly based on 'Alert Messages'.
Post keys for $45 consignments & lenders $35 (American Honda, Sheffield Financial, Citibank).
Post batteries.
Assist with dealer issues, dealer updates, and route other issues to appropriate departments.
Maintain cleanliness and organization of the lobby and office areas, and check other offices.
Receive payments for invoices and payoffs, making appropriate notes in AMS.
Review all folders (auction ready, BK, etc.), checking for changes, sold status, etc.
Mail titles, folders, etc., to proper locations/dealers, ensuring they are signed over and notarized.
Perform AR calling and emailing.
File or send accordingly if paid or flooring.
Note calls, emails, responses, and manager decisions in activities.
Identify unusual invoices and first-time buyers.
Process bank deposits, including verifying payments and notes, noting invoice numbers on checks, collecting checks, running checks through the bank scanner, verifying amounts, submitting for deposit, and scanning deposit forms and check images to accounting.
Handle cash and Canadian check deposits, noting amounts on invoices, adding cash and invoices, making notes for overages/shortages, filling out deposit forms, and scanning to accounting.
Ensure petty cash is sufficient for auction day.
Manage transportation and dealer pick-ups and drop-offs, ensuring transporters sign in and ID copies are made for new drivers.
Collect necessary payments for dealer pick-ups and verify if invoices are paid or IFT.
Stamp 'Ok to load' or 'IFT' and provide copies to the warehouse and transporter.
Scan and email condition reports to warehouse personnel and the transportation department.
Create tags for units not in the system with available information.
Inform warehouse and managers of large or end-of-day pick-ups.
Inform sales and consignment departments about consignment units not in AMS.
Handle debtor redemption pickups, ensuring CR is complete, calling debtors to make appointments, printing redemption forms, verifying payment amounts, having debtors sign forms, copying IDs, and notifying the warehouse/manager.
Pre-check online consignment forms for important notations and provide them to Operations.
Post consignment titles received in the mail, checking for salvage, TMU, etc., and making copies.
Ensure titles are signed correctly and correct documents are attached, with liens released.
Check VINs, make, and year on titles and folders against auction verification for mileage and title information.
Make appropriate notes for salvage, TMU, etc.
Number repo & consignment folders and file them in order in the appropriate lane.
Pull moved or redeemed folders from the sale.
Ensure the office is clean and organized and that all supplies are ordered.
Create auction badges, bidder numbers, and guest badges.
Print preview day catalogs and set them out for dealers.
Ensure all dealer table information is up to date and displayed.
Put out pens and candy for dealers signing in.
Check in bidders and guests, collecting updated dealer information if necessary and taking payments for past invoices.
Pull last-minute title and last-minute repo pulls.
Print the prep list one last time at the end of the day to verify missing folders.
Check the office to ensure it is clean and ready for the next day.
Check morning emails for last-minute issues.
Verify auction boxes are ready and attach house numbers to clipboards.
Print the final auction catalog and set it out for dealers.
File last-minute folders that come in.
Check in bidders and guests, collecting necessary documents if needed and taking payments.
Assist new dealers with check-in and have the sales team conduct a walk-around.
Ensure all flag and extra office help arrive on time and are ready for sale start.
Assist extra office staff in pulling lane titles and filing appropriately.
Check bidders out and take payments.
Note payments, check 'ok to load', and stamp invoices.
Ensure dealers with 'subject to' status check with sales before generating invoices.
Floor invoices for dealers.
Assist transporters and dealers picking up units.
Answer calls on the personal line and main line for the facility.
Take payments, make notes, mark 'ok to load', and stamp invoices.
Run checks through the bank scanner and deposit them.
Count cash, verify notes, make deposit breakdown and slip with the night drop bag, and notify the GM.
Scan cash and check deposits to accounting.
Generate remaining invoices, first when the auction is over with no S/T's, then at the end of the day for the remainder.
Print invoices from the auction.
Generate invoices the following morning for sales worked on after 5 pm.
Pull invoices with Alert messages and follow instructions (floor, mail, email).
Email flooring invoices to appropriate companies and mail titles to correct companies.
Gather titles with invoices, ensure all titles are accounted for, and make a copy of invoices once verified.
Go through auction folders and pull sold titles that were missed or done after the sale and file them.
File invoices with titles in the title drawer.