Commercial Services Specialist II (Manheim)

Cox Enterprises•Portland, OR

5d•$24 - $36•Onsite

About The Position

This role is responsible for managing vehicle information and auction operations from start to finish. The Commercial Services Specialist II will input vital vehicle information, develop relationships with business partners, reconcile bills, respond to customer inquiries, and maintain accurate vehicle files. This position requires strong data entry, communication, and organizational skills, along with proficiency in various computer systems.

Requirements

High School Diploma or equivalent required.
Data entry experience is required.
Effective communication skills required.
Must possess good problem-solving and organizational skills.
Good computer software skills necessary.
Must possess basic Microsoft Excel, Word, and Outlook skills.
Ability to sit or stand for prolonged periods of time.
Ability to perform repetitive data entry tasks, manual dexterity.
Vision abilities required include close, distance and depth perception.
Commitment to providing excellent customer service essential.
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

Associate Degree a plus.
General title experience is a plus.
1 - 3 years of clerical or administrative experience in the automotive industry preferred.

Responsibilities

Input vital vehicle information into the AS 400 system by reviewing Condition Reports and Work Orders from recon shops.
Update announcements, lights, and mark units certified.
Develop and manage relationships with internal and external business partners, and assist with auction operations from start to finish.
Follow up on vehicle preparation for the sale by reconciling incoming bills against ordered work/repairs for each customer vehicle.
Contact customer coordinators, service vendors and /or account representative when the information is missing.
Respond to customer inquiries related to vehicles in a timely manner.
Provide quality service and assist in resolving problems.
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.
Establish customer vehicle files in the computer system.
Update vehicle files on a continuous basis with standardized abbreviations to ensure 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.
Print gate passes for upstream sales and complete requests from clients or third-party sellers.
Prepare sale vehicle run process including run order, scheduling, notice to customer account, etc.
Maintain and update physical vehicle inventory files that document all activities relative to each customer vehicle, assuring accurate sale processing/closing records.
Work with Estimate hub and Mech shop to ensure proper announcements.
Communicate with accounting and commercial progression teams to balance sale and perform post-sale invoicing as needed.
Prepare various reports identified in client agreements.
Run Autocheck for inventory to identify items to announce during sales to eliminate arbitration.
Collaborate with arbitration on pending units for updates and keep clients informed of status and resolution.
Navigate multiple systems, applications, and databases, to include client systems as needed (UVIS, RIMS, etc.).
Audit vehicle records and work with Posting and Procurement to ensure contractual rates are correct and all recon expenses are posted in the correct accounting buckets.
Request any invoices needed.
Post payments received from clients in workbench, along with any adjustments needed.
Work with Ready on aging pickup records to ensure ETAs are updated and SLAs are met.
Obtain information including transportation, Condition Reports, bills, etc.
Follow up on aged titles to ensure vehicle qualification and reduce cycle time.
Work with Front Office regarding title issues.
Collaborate with client redemption customers to schedule appointments and/or facilitate units returning to repo lot for redemption.
Partner with Auction Dispatcher on units vended out to dealerships and update clients.
Manage/reconcile inventory by releasing upstream sold records, marshalled units and duplicate records.
Partner with various departments to ensure all regulatory and compliance requirements are met.
Visibly demonstrate safety commitment by following all safety and health procedures and modeling the behavior related to such.
Actively participate in support of all safety activities aligned with Safety Excellence.
Perform other duties as assigned by management.

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)