Office Administrator

Carvana•Barnhart, MO

16d•Onsite

About The Position

ADESA, a Carvana-owned company, operates in over 50 locations across the US, providing a wide array of vehicle services including repair, reconditioning, and auction remarketing. Our auto auctions, some up to 200 acres, serve as market hub distribution centers with hundreds of thousands of vehicles across North America. We foster a collaborative 'we' versus 'I' culture, where helping others is paramount. Our industry is dynamic, fast-paced, and competitive, filled with passionate individuals. ADESA is poised for significant expansion, with substantial investments in facilities, sales growth, and inventory. We are seeking motivated individuals to join us on this exciting journey. Reporting to a designated manager (Office Manager, Commercial Accounts Manager, etc.), the Office Administrator provides essential administrative support to auction processes within 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
Must 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
Ability to read, write, speak, and understand English
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 for onsite visitors, including internal and external customers, vendors, and third-party visitors, directing or guiding them as appropriate.
Assist customers at the front counter with tasks such as dealer registration (reviewing documents for accuracy, scanning/uploading, verifying information in internal systems), issuing bidder badges, and gate passes.
Receive, sort, and distribute incoming mail. Prepare, print, and mail customer statements, invoices, titles, floor plan 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 Personally Identifiable Information (PII).
Accurately enter and update information in internal databases, including customer details, sales promotions, vehicle charges, payments, proceeds, invoicing, and internal notes.
Reconcile P-card transactions.
Process customer payments via check, ACH/EFT, or wire transfer (no cash handling). Verify floor plan payments.
Make outbound telephone calls to customers regarding payment status and collections.
Assist with SOX compliance audits and reporting, such as title and lot inventory, and pre/post-sale checklists.
Maintain filing systems for titles and other documents.
Manage auction supplies by regularly monitoring inventory, ensuring appropriate stock levels, and ordering items according to cost-effective business needs and approved vendors.
Perform any other duties assigned by the designated manager.