Business Office Associate

Business Office Associate – Full Time

Under general direction from the Business Office Manager, this position is responsible for providing exceptional customer service in a fast paced, team‑oriented environment through the facilitation of the sales, auction, and appraisal process. Responsibilities include cash management, processing and auditing paperwork associated with sales, and answering questions and handling incoming calls.

• Assist store personnel and all store departments in their daily functions while adhering to Car Max guidelines.
• Provide customer service by greeting customers, balancing overflow traffic, listening to and answering customer questions, and explaining the paperwork process.
• Seek win‑win solutions for the customer and partners appropriately.
• Process paperwork associated with retail/wholesale automobile sales, which may include printing daily reports, maintaining deal jackets, contacting finance companies regarding contracts, obtaining required information for registration and/or titling, processing reassignments, and auditing completed paperwork.
• Process auction sales, dealer registration, and appraisal lane purchases, including collection of titles, proper paperwork, and signatures from customers to send to the Home Office for draft funding.
• Manage multiple pay types, including receiving and counting money, distributing funds, preparing deposits, and handling the safe with considerations to security and loss prevention.
• Process paperwork affiliated with the state DMV, such as submitting paperwork to title or register a vehicle for a customer after the sale or obtaining a title after the sale.
• Mentor new Business Office Associates and train other store departments on Business Office process and procedure.
• Perform clerical responsibilities such as copying, filing, reconciling missing dealer plates or information, and data entry into Microsoft Excel and proprietary systems for logging vehicle registration tags.
• Answer a multi‑line phone system, respond to callers’ needs, and direct calls as appropriate.

• Work in a pleasant, though noisy, office environment.
• Experience numerous distractions and disruptions due to incoming communication.
• May require walking or standing for extended periods of time.
• Work schedules may include nights, weekends, and holidays.
• Wear Car Max clothing (acquired through the company) at all times while working in the store.

• Read, interpret, and transcribe data to maintain accurate records.
• Use resources and partnerships to balance the needs of the customer and the business.
• Understand numeric filing systems.
• Use word‑processing, spreadsheet, and other programs, displaying intermediate PC skills.
• Prioritize and multi‑task in a deadline‑oriented environment requiring above‑average organizational skills and attention to detail.
• Lift objects that weigh as much as 15‑20 lbs.
• Speak and listen effectively with both internal and external customers, in person, over the phone, and in writing.
• Complete Car Max‑provided training as required.
• Develop partnerships with the Sales team and other departments to provide quality customer service.
• Maintain confidentiality of all records, files, and reports within the scope of the position.
• Report Asset Protection and/or Human Resource‑related issues to management.

Upon an applicant’s request, Car Max will consider reasonable accommodation to complete the Car Max Job Application.

Locations:
Richmond, VA (Salary range: $40,000‑$55,000);
Henrico, VA (Salary range: $50,000‑$60,000).