Office Administrator

Job Description

Job Description

About Us

ADESA, a Carvana-owned company, currently operates in over 50 locations throughout the US. Our auto auctions, some up to 200 acres, provide a wide array of vehicle services including repair, reconditioning, and auction remarketing, and many of our sites serve as market hub distribution centers. Our inventory comprises hundreds of thousands of vehicles across North America from retail to commercial, OEM & more.

We work in a service industry and embrace a "we" versus "I" culture – help others, and they will help you. Our industry is fun, fast-paced, and competitive – and filled with the best people who are passionate about what they do.

We're excited about the future! As an industry leader, ADESA is poised for a multi-year expansion including huge investments in facilities, massive sales growth, and an ever-increasing inventory of vehicles! We are looking for great people who want to take this journey with us! Get a sneak peek into life at ADESA!

Role and Team

• 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.

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

Skills and Attributes

• 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

Qualifications

• 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

ADESA Values

• Our Next Customer May Be Your Mom : Every customer deserves the same level of care and respect one would give to their own mother.
• We're All in This Together : The company is unified by the shared goal of providing fantastic customer experiences, achieved through mutual trust, respect, and understanding.
• There Are No Sidelines : Employees are encouraged to be proactive, work hard, and take ownership of what needs to be done in a fast-paced environment.
• Be Brave : Employees should not fear taking risks, pushing themselves outside their comfort zones, or being decisive, even if they stumble along the way.
• Zag Forward : The company empowers creative and passionate thinking to find meaningful ways to be different and deliver amazing experiences.
• Don't Be a Richard : A simple guiding principle to act appropriately and professionally.
• Stay Scrappy : This value rejects mediocrity and "good enough," pushing employees to do more with less to pass savings on to customers.

ADESA Benefits and Perks

Competitive Pay | Quality Benefits | Holiday and Paid Time Off | Education and Equipment Reimbursement Programs | Matching 401(k) | Career Path Opportunities | And More!

Other Requirements

To be able to do your job at ADESA, there are some basic requirements we want to share with you. Of course, we'll make any reasonable accommodations for those with disabilities to perform the essential functions of their jobs. 

• The physical activity requirements of the position range from Light to Medium Physical Work . 
• Constant - standing, watching, touching, listening, walking, talking
• Frequent - bending, stooping, kneeling, lifting, grasping, pushing, pulling
• Potential – running, jumping, yelling or other rapid or forceful movement in emergency situations
• Visual acuity requirements include color, depth perception and field of vision comparable to definitions for Clerical, Administrative, Machine Operators (including inspection) positions . 

Physical Working Conditions

This position is subject to both inside and outside environmental working conditions, including temperature changes, outside weather conditions, slightly elevated ambient noise levels, and minor atmospheric conditions affecting skin or respiratory systems, such as fumes, odors and dusts associated with internal and external service station/convenience food and petroleum dispensing operations.

To be able to do your job at ADESA, you must be able to read, write, speak, and understand English. Of course, we'll make any reasonable accommodations for those with disabilities to perform the essential functions of their jobs.

Legal Stuff

Hiring is contingent on passing a complete background check.  This role is not eligible for visa sponsorship.

ADESA is an equal employment opportunity employer.  All applicants receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, marital status, national origin, age, mental or physical disability, protected veteran status, or genetic information, or any other basis protected by applicable law.  ADESA also prohibits harassment of applicants or employees based on any of these protected categories.

Please note this job description is not designed to 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.