Administrative Assistant (Cox Fleet)

Company Cox Automotive - USA Job Family Group Business Operations Job Profile Sr Business Services Specialist Management Level Individual Contributor Flexible Work Option No remote option; must work at a specified Cox location Travel % No Work Shift Day Compensation Hourly base pay rate is $20.10 - $30.10/hour. The hourly base rate may vary within the anticipated range based on factors such as the ultimate location of the position and the selected candidate’s knowledge, skills, and abilities. Position may be eligible for additional compensation that may include commission (annual, monthly, etc.) and/or an incentive program. Job Description The Senior Business Services Specialist/Administrative Assistant provides courteous, accurate, and efficient administrative support for sales and rental functions, ensuring a positive impression of Midwest Great Dane for both internal and external customers. This role supports branch personnel and contributes to the smooth operation of the office by managing clerical tasks, customer interactions, and essential documentation. This is an on-site role and the shift for this position is Mon-Fri 8:00 AM- 4:30PM What you’ll do: Prepare quotations and orders, collect required signatures, and distribute documents via email. Verify completion of all required trailer sales documentation; process customer invoices, license sold trailers and send copies to customers. Forward sales payments to the appropriate departments. Maintain accurate and timely sales files. Update unit inventory status (new, trades, on hold, sold) in the system. Keep customer profiles current through system updates. Process miscellaneous billings related to sales and rental. Provide clerical support for sales and rental departments within agreed deadlines. Interact with rental customers, obtain credit applications, print rental contracts, invoice rentals, and maintain insurance certificates. Process card transactions and deposit checks received. Answer and direct incoming, outgoing, and inter-office calls using a multi-line phone system; relay messages promptly. Distribute all incoming email and correspondence to the appropriate departments and also prepare any outgoing mail. Order and inventory of office supplies and forms. Establish and maintain professional relationships with suppliers, customers, and co-workers. Perform other duties as requested by the Office Administrator. What’s in It for You? Here’s a sneak peek of the benefits you could experience as a Cox employee: A competitive salary and top-notch bonus/incentive plans. A pro-sales culture that honors what salespeople (like you!) contribute to our success. Exceptional work-life balance, flexible time-off policies and accommodating work schedules. Comprehensive healthcare benefits, with multiple options for individuals and families. Generous 401(k) retirement plans with company match. Inclusive parental leave policies, plus comprehensive fertility coverage and adoption assistance. Professional development and continuing education opportunities. Access to financial wellness/planning resources. Check out all our benefits Who you are: Minimum Qualifications: 7 years of experience in a related field (general office experience); or a High school diploma/GED with 5 years of experience in a related field; or an AS/AA degree, BS/BA degree or certification in a related discipline Strong interpersonal skills with the ability to build relationships at all levels of the organization Preferred Qualifications: Previous experience working in an office environment with multi-line phone systems. Basic proficiency with Microsoft Office software; prior experience with Karmak preferred. Accurate alphanumeric and 10-key data entry skills. Strong interpersonal skills for developing business relationships at all levels. Ability to manage time and priorities effectively with minimal supervision. Analytical and problem-solving skills. Drug Testing To be employed in this role, you’ll need to clear a pre-employment drug test. Cox Automotive does not currently administer a pre-employment drug test for marijuana for this position. However, we are a drug-free workplace, so the possession, use or being under the influence of drugs illegal under federal or state law during work hours, on company property and/or in company vehicles is prohibited. Benefits Employees are eligible to receive a minimum of 6.67 hours of paid time off every month and seven paid holidays throughout the calendar year. Employees are also eligible for additional paid time off in the form of bereavement leave, time off to vote, jury duty leave, volunteer time off, military leave, and parental leave. About Us Through groundbreaking technology and a commitment to stellar experiences for drivers and dealers alike, Cox Automotive employees are transforming the way the world buys, owns, sells – or simply uses – cars. Cox Automotive employees get to work on iconic consumer brands like Autotrader and Kelley Blue Book and industry-leading dealer-facing companies like vAuto and Manheim, all while enjoying the people-centered atmosphere that is central to our life at Cox. Benefits of working at Cox may include health care insurance (medical, dental, vision), retirement planning (401(k)), and paid days off (sick leave, parental leave, flexible vacation/wellness days, and/or PTO). For more details on what benefits you may be offered, visit our benefits page. Cox is an Equal Employment Opportunity employer – All qualified applicants/employees will receive consideration for employment without regard to that individual’s age, race, color, religion or creed, national origin or ancestry, sex (including pregnancy), sexual orientation, gender, gender identity, physical or mental disability, veteran status, genetic information, ethnicity, citizenship, or any other characteristic protected by law. Cox provides reasonable accommodations when requested by a qualified applicant or employee with disability, unless such accommodations would cause an undue hardship. EOE, including disability/vets 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. Cox brings together the world’s greatest minds to help breathe life into new possibilities – and drive innovation for a better future. That’s why we look for individuals who share our pioneering spirit, have imaginative ideas and are fearless when it comes to tackling the world’s biggest challenges. Our people love technology – and they love making a difference. They have a passion for finding new solutions and working with brilliant colleagues. Every day they dedicate themselves to a huge range of exciting projects, contributing to the Cox vision around the globe. From engineering new sustainability solutions that conserve water and energy to creating the infrastructure for the smart cities of tomorrow, there’s no challenge too great for our pioneers. And there’s no shortage of opportunities for you to make a difference. Come and experience the dynamic, collaborative and creative environments where your ideas are welcome and new discoveries are waiting. To help you grow to your full potential, we strive to support our employees in their career aspirations and promote the freedom to explore new horizons.