Management Assistant

CarMax•Charleston, SC

12d•Onsite

About The Position

Under general direction from the Business Operations Manager, this position is responsible for assisting all store managers in the hiring and onboarding processes. Additional responsibilities include providing exceptional customer service in a fast paced, team-oriented environment through the facilitation of the sales, auction, and appraisal process. These processes include responsibility for cash management, processing and auditing of paperwork associated with sales, and providing exceptional customer service by answering questions and handling incoming calls.

Requirements

Work requires ability to: Read, interpret, and transcribe data in order to maintain accurate records
Use resources and partnership to balance the needs of the customer and the business
Understand numeric filing system
Use word processing, spreadsheet and other programs, displaying intermediate PC skills
Ability to prioritize and multi-task in a deadline oriented environment which requires above average organizational skills and attention to detail
Lift objects that weigh as much as 15-20 lbs
Speak and listen effectively in dealing with both internal and external customers, in person, over the phone, and written
Develop partnerships with Sales team and other departments in order to provide quality customer service
Maintain confidentiality of all records, files and reports within the scope of the position
Complete CarMax provided training as required
Report Asset Protection and/or Human Resource related issues to management
Upon an applicant's request, CarMax will consider reasonable accommodation to complete the CarMax Job Application

Responsibilities

Coordinate employment process for job applicants visiting the CarMax location.
Partner with hiring team members and job applicants to obtain scheduling availability
Confirm schedules for hiring team and provide supplemental paperwork to hiring team members
Provide supplemental paperwork to job applicants prior to interview day
Update job applicant status and information in Workday
Maintain job applicant files
Greet job applicants who are visiting location for interviews
Respond to general inquiries from job applicants
Coordinate all new associate orientation.
Ensure that all new associate documentation is completed accurately and timely (i.e., I9s, dispute resolution agreement, etc.)
Set up and maintain associate personnel files
Key all new associates into Workday
Train new associate on clocking in and out of Kronos
Set up and train new associate in use of Workday Learning and ensure all Workday training is completed
Provide customer service by greeting customers, balancing overflow traffic, listening to and answering customer questions and explaining paperwork process.
Seek win/win solutions for the customer and partners appropriately
Process paperwork associated with retail/wholesale automobile sales may include printing daily reports, maintaining deal jackets, contacting finance companies regarding contracts, obtaining required information regarding registration and/or titling, processing reassignments, and auditing completed paperwork
Process auction sales, dealer registration, and/or appraisal lane purchases to include the collection of titles (calls and follow up), payoffs, proper paperwork and signatures from customers in order to send the appropriate documentation to the Home Office for the funding of drafts
Manage multiple pay types including receiving and counting money, distributing funds, preparing deposits and handling of the safe with considerations to security and loss prevention.
Process paperwork affiliated with the state DMV. This may include submitting paperwork necessary to title or and register a vehicle for a customer after the sale or obtaining a title for a customer after the sale.
Mentor new Business Office Associates, as well as train other store departments on Business Office processes and procedures
Clerical responsibilities may include, but is not limited to: copying, filing, reconciliation of missing dealer plates or information and data entry into Microsoft Excel and proprietary systems as required for logging vehicle registration tags.
Answer multi-line phone system, respond to callers’ needs and direct calls as appropriate.
Learn and succeed as part of a team