Business Office Associate - Full Time

CarMax Business Services; Merrillville (IN); On-site; USD 35,000 - 50,000; Full time

Job summary

CarMax Business Services is seeking a dedicated employee in Merrillville, Indiana to provide exceptional customer service in a fast-paced environment. The role involves assisting store personnel, processing sales paperwork, and managing cash transactions. Candidates should possess strong organizational and communication skills, and be able to handle a variety of tasks while ensuring customer satisfaction. The position may require flexible shifts, including nights and weekends.

Qualifications

• Ability to read, interpret, and transcribe data accurately.
• Practice effective communication for both internal and external customers.
• Prioritize and multi-task in a fast-paced environment.

Responsibilities

• Provide customer service by greeting and assisting customers.
• Process paperwork for sales and maintain accurate records.
• Mentor new associates and train staff on processes.

Skills

Organizational skills

Customer service

Intermediate PC skills

Attention to detail

Effective communication

Tools

Microsoft Excel

Proprietary systems

Job description

7180 - Merrillville - 1370 East 79th Place, Merrillville, Indiana, 46410

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.

What you will do - Essential Responsibilities:

• Assists store personnel and all store departments in their daily functions while adhering to CarMax guidelines.
• Provides customer service by greeting customers, balancing overflow traffic, listening to and answering customer questions and explaining paperwork process.
• Seeks win/win solutions for the customer and partners appropriately.
• Processes paperwork associated with retail/wholesale automobile sales, including 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.
• Processes auction sales, dealer registration, and/or appraisal lane purchases to include the collection of titles (calls and follow up), payoffs, proper paperwork and signatures from customers in order to send the appropriate documentation to the Home Office for the funding of drafts.
• Manages multiple pay types including receiving and counting money, distributing funds, preparing deposits and handling of the safe with considerations to security and loss prevention.
• Processes 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.
• Mentors new Business Office Associates, as well as, trains other store departments on Business Office process and procedure.
• Clerical responsibilities may include copying, filing, reconciling missing dealer plates or information, and data entry into Microsoft Excel and proprietary systems as required for logging vehicle registration tags.
• Answers a multi-line phone system, responds to callers’ needs and directs calls as appropriate.

Learn and succeed as part of a team:

• 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 CarMax clothing (acquired through the company) at all times while working in the store.

Qualifications:

Work requires ability to:

• Read, interpret and transcribe data in order to maintain accurate records.
• Use resources and partnership 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.
• Prioritize and multi-task in a deadline‑oriented environment which requires above average organizational skills and attention to detail.
• Lift objects that weigh as much as 15-20 lbs.
• Speak and listen effectively in dealing with both internal and external customers, in person, over the phone, and written.
• Complete CarMax 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, CarMax will consider reasonable accommodation to complete the CarMax Job Application.