Buyer Admin

Job Description: JOB OVERVIEW Perform several time sensitive and diverse functions to assist Buyers by completing tasks associated with procuring vehicles from dealerships throughout the United States, Canada and Puerto Rico to satisfy the emergency, executive transportation needs and direct orders for Wheels clients. KEY RESPONSIBILITIES - ESSENTIAL FUNCTIONS Ensure timely payment by actively obtaining status of purchase and billing, documenting and communicating activities through completion. Monitor and manage Salesforce and public folders, meeting SLA performance. Audit and reconcile dealer invoices for Out of Stock (OOS) acquisitions, ensuring accuracy of contract and charges against negotiated deal, including tax, title & registration. Input billing data for Out-of-Stock purchases in the company systems within same day, max 24 hours of receipt. Mail all department checks same day with any applicable documents required including dealer direct billings, title, and registration billings. Manage inquiries, escalated issues, and communication effectively with stakeholders throughout stock purchase transactions, providing status updates until resolution. This includes, but is not limited to, Clients, Dealerships, Account Managers, or other personnel. Assist dealers with Tax/L & T inquiries, providing support documents as needed, and develop/apply knowledge of title, registration, and tax requirements for leased vehicles across all states, Canada, and Puerto Rico. Obtain Manufacturer's Statement of Origin (MSO) for units where the sourcing dealer is not processing Title and Registration. Demonstrate a comprehensive understanding of fleet incentives, retail rebates, and customer eligibility. Investigate and credit dealer refunds to vehicle records as needed. Identify opportunities to enhance workflow between groups and departments, utilizing systems effectively, developing knowledge of regulations, and providing support to other areas, as necessary. Flex Staff as Buyer to complete transactions for select, client located new vehicles, used vehicles and/or equipment purchases from dealerships/vendors as required, within 48 hours of request receipt. Flex Staff as Direct Payment Specialist providing secondary support by processing invoices for imports and handling dealer payments for Dealer Direct Orders, which includes orders for Canada, Puerto Rico, and trucks. Other duties as assigned. LEADERSHIP RESPONSIBILITIES No Leadership Responsibilities for this role. COMPETENCIES Strong communication skills (verbal, written and listening) Organizational skills, ability to prioritize multiple tasks. Customer service and telephone etiquette Team player Detail oriented Problem solving and conflict resolution skills EDUCATION AND EXPERIENCE PC skills (Excel) Knowledge of business math Knowledge of general office practices Flexibility, open to change. Associate degree preferred. Previous experience in a dealership, automobile industry, or fleet is valuable. Additionally, accounting or finance experience is a plus. CORE VALUES At Wheels, we believe in fostering a culture that is built on our Core Values and Guiding Principles. We cultivate a culture of excellence and innovation by upholding these values, driving our collective success and growth. Integrity – Always act with integrity and honesty. One Team – Treat others with dignity and respect; act as a cohesive, inclusive and accountable team that is making a difference. Innovation – Drive continuous improvement, spark creativity and embrace next generation thinking. Customer Success – Ensure that customer and driver success is at the heart of everything we do. CULTURAL ATTRIBUTES At Wheels, our culture guides us how we work every day, and we look for team members who show these behaviors: Discipline Drives Quality – Plan the Trip: Think proactively, hold a high bar, follow through by leveraging experience and systems. To produce quality outcomes, we must be intentional and deliberate in everything we do, from big bets to daily execution. Intellectually Curious – Fuel Your Minds: Be bold, challenge assumptions, think differently, look outside the box. Strive to unlock your own thinking and create new possibilities. Commit and Deliver – Own It: Take responsibility for your work, from start to finish, and be accountable for the results. Think and act like an owner of the business. Relationships Matter – Share the Ride: Trust is central, both with key internal and external stakeholders. Relationships are not a side effect of work but a driver of success. JOB SPECIFICATIONS, PHYSICAL DEMANDS & WORK ENVIRONMENT Work Environment: This position is in Alpharetta, GA or Des Plaines, IL and operates in a professional office environment. Position Type/Standard Schedule: This is a Full-time position and hours of work are Monday through Friday; 8:30 a.m. to 5 p.m. Travel: Occasional travel (less than 10%) is expected for this position to visit with client. Physical Demands: While performing the duties of this job, the employee must regularly talk and hear, and use hands and fingers to operate call center tools. DISCLAIMER Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Our Benefits Wheels recognizes benefits are a significant part of your employee experience, and we've created a robust benefits package that is market-leading, competitive offerings so you and your family can receive outstanding care. Please click here for an overview of the benefits available to you and your family. Pay Range: $37,500-$52,500 The base salary range for this position is listed above. This position is eligible to participate in the annual incentive plan which is based on company performance and individual performance. Compensation ranges are based on several factors including job function, level, and geographic location. Final offer amounts are determined by multiple factors including candidate experience, education, certifications, skill level and expertise, and may vary from the amounts listed here. EEO Statement Wheels is a Drug-Free Workplace. All employment is contingent on successful completion of drug and background screening. Wheels is an equal opportunity affirmative action employer and administers all personnel practices without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, marital status or domestic partnership status, disability, protected veteran status or military status, genetic information, or any other category protected under applicable law. Wheels is committed to taking affirmative steps to promote the employment and advancement of minorities, women, persons with disabilities and protected veterans. Wheels Is Committed to Making Our Organization One of the Best Places to Work As one of the largest fleet management companies in North America, Wheels features a portfolio of 900,000+ vehicles under management across the continent, a global alliance in 61 countries, and a client base that consists of some of the best-known businesses in the world. No matter the industry type or business size, we’re proud to work across sales and service fleets, trucks and equipment, and last mile delivery to ensure we power your potential. The culture at Wheels is the secret to our 80+ years of success. And the reason people choose to join — and stay with — our team. When you join the team, you'll work with professionals who are passionate, friendly and smart. We foster a welcoming and inclusive environment for all, combined with the encouragement to continuously learn and grow. From day one, we invest in your long-term development through annual performance goals and reviews, educational and wellness programs, awards and celebrations, and more. Ready to experience the Wheels culture for yourself? 10 years average employee tenure 10 times recognized as one of Chicago's Best and Brightest Companies to Work For 50+ health, wellness and engagement benefits 2,500+ online learning programs Wheels is Invested in the Well-being of the Community and the World We Inhabit Diversity: Wheels deeply values the strength of diversity both in the communities we serve and our own employee base. This includes treating everyone as equal, respecting and valuing diversity, providing equal opportunity and fostering a safe space to work. Community: We are heavily involved in the communities where we operate. We offer opportunities for employees to make a positive impact through mentorship and tutoring elementary school students, participating in blood drives, donating to United Way and other charitable organizations in the greater Chicagoland and Toronto areas. Sustainability: Wheels is actively committed to becoming a cleaner fleet management company through recycling programs, public transportation support and more. We Are Dedicated to the Safety and Health of our Employees Our employees are critical to delivering on our commitment to client success, which is why we offer a variety of programs focused on the health and wellness of our people. Wheels Fosters More Than Just Work Relationships We hire people who have a customer-focused mindset and a strong collaborative nature. Because at Wheels, customer service and teamwork don't just happen in the office. It is during the informal moments when employee trust is strengthened and friendships are made. We value these moments, which is why we host departmental contests, summer gatherings, family events, holiday celebrations and more. At Wheels, your well-being is our priority. As part of our commitment to your health and well-being, we’re proud to offer access to the Advocate Health Care Wellness Portal—a personalized platform designed to help you take charge of your health journey. The 2026 Wellness Program is designed to support you in achieving your personal health goals. Best of all, it’s flexible and fits into your busy lifestyle. This program is designed to support your overall well-being—physically, emotionally, and financially—by providing tools and incentives that encourage healthy living.