Office Administrator - Part Time Fridays

Carvana•Framingham, MA

2d•Onsite

About The Position

Reporting to the Office Manager, Commercial Accounts Manager, or other designated manager, the Office Administrator is responsible for providing administrative support to the auction processes in a customer-facing environment.

Requirements

High School diploma or GED preferred
Notary certification preferred
1 year of office environment experience preferred
Must be 18 years of age and have a valid driver’s license that meets the requirements
Able to safely drive a variety of make/model/sizes of vehicles
Proficiency with computer systems and applications
To be able to do your job at ADESA, you must be able to read, write, speak, and understand English.
Hiring is contingent on passing a complete background check.
This role is not eligible for visa sponsorship.

Nice To Haves

Team player who can collaborate well with multiple departments, customers and vendors
Strong customer service skills and professional presence
Analytical thinking and problem solving skills
Strong organizational skills
High degree of safety focus
Proven ability to multitask while maintaining attention to detail
Ability to work in a fast-paced environment
Excellent verbal and written communication skills
Data entry skills

Responsibilities

Act as the first-point of contact to onsite visitors, including internal and external customers and vendors, and third party visitors. Direct or guide visitors as appropriate.
Assist customers at the front counter, including support with dealer registration (reviewing documents for relevance and accuracy, scanning/uploading, reviewing information in internal systems), obtaining bidder badges, gate passes.
Receive, sort, and distribute incoming mail.
Prepare, print, and mail customer statements, invoices, titles, floorplan packets, and other documents.
Maintain shipping accounts (FedEx, DHL, etc.) and tracking records.
Review, scan, upload, and distribute documents and reports, including sensitive, confidential documents, financial records/receipts and PII.
Accurately enter and update information in the internal databases, including customer information, sales promotions, vehicle charges, payments, proceeds, invoicing, and internal notes.
Reconcile P-card transactions.
Process customer payments (check, ACH/EFT, wire; no cash handling).
Verify floor plan payments.
Make outbound telephone calls to customers regarding payment status, collections.
Assist with SOX compliance audits and reporting (ie. title and lot inventory, pre/post sale checklists).
Maintain filing system for titles and other documents.
Maintain auction supplies. Regular inventory, ensuring appropriate supply levels are maintained. Order items according to cost effective business needs and approved vendors.
Any other duties assigned by the designated manager