Business Office Associate

Provide an iconic customer experience - Summary

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. These processes include responsibility for cash management, processing and auditing of paperwork associated with sales, and providing exceptional customer service by 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 paperwork process
• Seek win/win solutions for the customer and partner 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 regarding registration and/or titling, processing reassignments, and auditing completed paperwork
• Process auction sales, dealer registration, and/or appraisal lane purchases to include the collection of titles (calls and follow up), payoff documents, proper paperwork and signatures from customers in order to send the appropriate documentation to the Home Office for the funding of drafts
• Manage multiple pay types including receiving and counting money, distributing funds, preparing deposits and handling of the safe with considerations to security and loss prevention
• Process paperwork affiliated with the state DMV, including submitting paperwork necessary to title or register a vehicle for a customer after the sale or obtaining a title for a customer after the sale
• Mentor new Business Office Associates, and train other store departments on Business Office process and procedure
• Perform clerical duties such as copying, filing, reconciliation of missing dealer plates or information and data entry into Microsoft Excel and proprietary systems as required for logging vehicle registration tags
• Answer multi-line phone system, respond to callers’ needs and direct calls as appropriate

• Pleasant, but noisy office environment
• Numerous distractions and disruptions due to incoming communication
• May require walking or standing for extended periods of time
• Variety of work schedules with shifts that do 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 in order to maintain accurate records
• Use resources and partnerships to balance the needs of the customer and the business
• Understand numeric filing system
• Use word processing, spreadsheet and other programs, displaying intermediate PC skills
• Ability to prioritize and multi-task in a deadline oriented environment which requires above average organizational skills and attention to detail
• Lift objects that weigh 15-20 lbs
• Speak and listen effectively in dealing with both internal and external customers, in person, over the phone, and in writing
• Complete Car Max provided training as required
• Develop partnerships with Sales team and other departments in order 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