Commercial Services Specialist II (Manheim)

Cox Communications • Carleton, MI

2d • Onsite

About The Position

This role involves performing data entry, managing account relationships, and ensuring customer requirements are met. The specialist will maintain vehicle files, verify title information, and work with various departments to ensure smooth vehicle processing for sales. Responsibilities include responding to customer inquiries, preparing sale packages, investigating transmission errors, and coordinating transportation. The role also involves updating vehicle condition reports, preparing sale vehicle runs, and communicating with accounting and online operations departments. Additionally, the specialist will manage the redemption calendar, create and maintain vehicle redemption files, and handle customer inquiries related to vehicle exceptions. A strong commitment to safety and customer service is essential. The role requires wearing multiple hats and performing other duties as assigned.

Requirements

• High School Diploma/GED plus 3 years of related work experience OR any degree or certification above a High School Diploma/GED plus 1 year of related work experience OR 5 years of related work experience.
• Ability to work in a fast-paced environment, receptive to change and able to multitask.
• Prior clerical or administrative experience required.
• Proficient in Microsoft Excel preferred.
• Commitment to providing excellent customer service required.
• Must be able to operate office equipment (i.e., copier, fax machine, etc.).
• Must clear a pre-employment drug test.
• Applicants must currently be authorized to work in the United States for any employer without current or future sponsorship. No OPT, CPT, STEM/OPT or visa sponsorship now or in future.

Nice To Haves

• Proficient in Microsoft Excel preferred.

Responsibilities

• Perform data entry of required information in the AS 400 system of vehicle identification number (VIN), and other descriptive information.
• Manage account relationships, maintaining effective communications and ensuring customer requirements are met.
• Maintain vehicle files; verify title information; log in titles when received; create and file in folders.
• Work with title department to ensure that a negotiable title is obtained for each vehicle assigned to the account.
• Work with posting clerk to ensure completion of recon, transportation, and all other vehicle charges are applied to the appropriate vehicle in the AS400 system.
• Respond to customer inquiries relating to vehicles.
• Provide quality service and assist in resolving problems.
• Mail out sale packages the day after sale.
• Pull and update consignment inventory information of vehicles transmitted by customer.
• Investigate transmission errors.
• Verify vehicle eligibility for the sale and provide customer with inventory reconciliation report.
• Communicate with Transportation department in order to arrange required transportation or obtain information including transportation condition reports, bills, etc.
• Pull transmitted transportation charges as needed.
• Establish customer vehicle files in the computer system.
• Update vehicle files on a continuous basis with standardized abbreviations to assure that vehicle location, condition, special announcements, and other activities relative to the vehicle are properly recorded.
• Seek floor price information from account representative and enter it into computer system.
• Review, enter, and update vehicle condition report information in the computer system.
• Pull and print electronic condition reports.
• Provide customer with copies as necessary.
• In coordination with account representative, account operations coordinator, and account specific procedures, prepare sale vehicle run process including run order, scheduling, notice to customer account, etc.
• Follow up on vehicle preparation for the sale by reconciling incoming bills against ordered work/repairs for each Institutional customer vehicle.
• Contact customer coordinators, service vendors and/or account representative when the information is missing, or problems occur.
• Communicate with accounting department in order to balance the sale and perform post-sale invoicing for accounts receivable as needed.
• Maintain and update physical vehicle inventory files that document all activities relative to each customer vehicle, assuring accurate sale processing/closing records.
• Communicate with Online Operations department in order to prepare assigned vehicles for online programs.
• Prepare various reports, lists and handouts such as sales and expense report, sold vehicles by net amounts report, dealer attendance report, lot and transportation damage report, block summaries, etc.
• Visibly demonstrate safety commitment by following all safety and health procedures and modeling the behaviors related to such.
• Actively participate in support of all safety activities aligned with Safety Excellence.
• Manage redemption calendar and assist with appointment scheduling, maintaining effective communications and ensuring customer and auction requirements are met.
• Create & maintain vehicle redemption files; verify accuracy of charges and expediency of billing for released vehicles.
• Respond to customer inquiries relating to vehicle exceptions including damaged or missing property.
• Create and disperse the following day's redemption appointment list to the operational team for vehicle movement and staging.
• Communicate with the Commercial team on any escalations or issues that cannot be handled by the redemption Admin.
• Communicate and work with the front office for payment processing.
• Understand and adhere to client specific redemption guidelines in terms of vehicle release and record/information retention.
• All redemption customers will be verified and met face-to-face at the time of their appointment to confirm identity, validate documentation, and ensure all redemption requirements are met.
• Wear multiple hats as well as perform other duties as assigned by management, especially on days when Redemption appointments are lighter or do not exist.

Benefits

• minimum of sixteen hours of paid time off every month
• seven paid holidays throughout the calendar year
• additional paid time off in the form of bereavement leave
• time off to vote
• jury duty leave
• volunteer time off
• military leave
• parental leave
• health care insurance (medical, dental, vision)
• retirement planning (401(k))
• paid days off (sick leave, parental leave, flexible vacation/wellness days, and/or PTO)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED