Commercial Services Specialist II (Manheim)

CAI Cox Automotive Corp Svcs., LLC; Carleton (MI); On-site; USD 25,000 - 41,000; Full time

Benefits offered by this job

Health insurance

401(k)

Paid time off

Job summary

Cox Automotive is seeking a Commercial Services Specialist II for data entry, account management, and customer service. The role involves handling VIN and title data in AS 400, maintaining vehicle files, and coordinating with multiple departments to ensure accurate processing and timely customer communication.

The position requires a high school diploma or equivalent with clerical experience, proficiency in Excel, and strong attention to detail.

Qualifications

• High School Diploma/GED plus 3 years of related work experience or any degree above HS with 1 year of related work experience or 5 years related work experience.
• Ability to work in a fast-paced environment, receptive to change and able to multitask.
• Prior clerical or administrative experience is required.
• Proficient in Microsoft Excel preferred.
• Commitment to providing excellent customer service is required.
• Must be able to operate office equipment.

Responsibilities

• Perform data entry of VIN and other descriptive information in the AS 400 system.
• Manage account relationships and ensure customer requirements are met.
• Maintain vehicle files, verify titles, and log in titles as received.
• Coordinate with title department to secure negotiable titles for each vehicle.
• Work with posting clerk to apply recon, transportation, and vehicle charges in AS400.

Skills

Data entry

Account management

Customer service

Microsoft Excel

Multitasking

Fast-paced environment

Education

High School Diploma/GED

Associate degree or higher

Tools

AS/400 system

Job description

Job Description

Company Cox Automotive - USA Job Family Group Vehicle Operations Job Profile Commercial Services Specialist II Management Level Individual Contributor Flexible Work Option No remote option; must work at a specified Cox location Travel % No Work Shift Day Compensation Hourly base pay rate is $20.10 - $30.10/hour. The hourly base rate may vary within the anticipated range based on factors such as the ultimate location of the position and the selected candidate’s knowledge, skills, and abilities. Position may be eligible for additional compensation that may include commission (annual, monthly, etc.) and/or an incentive program.

Job Duties

• Perform data entry of required information in the AS 400 system of vehicle identification number (VIN), and other descriptive information.
• Manage account relationships, maintaining effective communications and ensuring customer requirements are met.
• Maintain vehicle files; verify title information; log in titles when received; create and file in folders.
• Work with title department to ensure that a negotiable title is obtained for each vehicle assigned to the account.
• Work with posting clerk to ensure completion of recon, transportation, and all other vehicle charges are applied to the appropriate vehicle in the AS400 system.
• Respond to customer inquiries relating to vehicles.
• Provide quality service and assist in resolving problems.
• Mail out sale packages the day after sale.
• Pull and update consignment inventory information of vehicles transmitted by customer.
• Investigate transmission errors.
• Verify vehicle eligibility for the sale and provide customer with inventory reconciliation report.
• Communicate with Transportation department in order to arrange required transportation or obtain information including transportation condition reports, bills, etc.
• Pull transmitted transportation charges as needed.
• Establish customer vehicle files in the computer system.
• Update vehicle files on a continuous basis with standardized abbreviations to assure that vehicle location, condition, special announcements, and other activities relative to the vehicle are properly recorded.
• Seek floor price information from account representative and enter it into computer system.
• Review, enter, and update vehicle condition report information in the computer system.
• Pull and print electronic condition reports.
• Provide customer with copies as necessary.
• In coordination with account representative, account operations coordinator, and account specific procedures, prepare sale vehicle run process including run order, scheduling, notice to customer account, etc.
• Follow up on vehicle preparation for the sale by reconciling incoming bills against ordered work/repairs for each Institutional customer vehicle.
• Contact customer coordinators, service vendors and/or account representative when the information is missing, or problems occur.
• Communicate with accounting department in order to balance the sale and perform post-sale invoicing for accounts receivable as needed.
• Maintain and update physical vehicle inventory files that document all activities relative to each customer vehicle, assuring accurate sale processing/closing records.
• Communicate with Online Operations department in order to prepare assigned vehicles for online programs.
• Prepare various reports, lists and handouts such as sales and expense report, sold vehicles by net amounts report, dealer attendance report, lot and transportation damage report, block summaries, etc.
• Visibly demonstrate safety commitment by following all safety and health procedures and modeling the behaviors related to such.
• Actively participate in support of all safety activities aligned with Safety Excellence.
• Manage redemption calendar and assist with appointment scheduling, maintaining effective communications and ensuring customer and auction requirements are met.
• Create & maintain vehicle redemption files; verify accuracy of charges and expediency of billing for released vehicles.
• Respond to customer inquiries relating to vehicle exceptions including damaged or missing property.
• Provide quality service and assist in resolving problems.
• Create and disperse the following day's redemption appointment list to the operational team for vehicle movement and staging.
• Communicate with the Commercial team on any escalations or issues that cannot be handled by the redemption Admin.
• Communicate and work with the front office for payment processing.
• Understand and adhere to client specific redemption guidelines in terms of vehicle release and record/information retention.
• Visibly demonstrate safety commitment by following all safety and health procedures and modeling the behaviors related to such.
• Actively participate in support of all safety activities aligned with Safety Excellence.
• All redemption customers will be verified and met face-to-face at the time of their appointment to confirm identity, validate documentation, and ensure all redemption requirements are met.
• Wear multiple hats as well as perform other duties as assigned by management, especially on days when Redemption appointments are lighter or do not exist.

Qualifications

High School Diploma/GED plus 3 years of related work experience OR any degree or certification above a High School Diploma/GED plus 1 year of related work experience OR 5 years of related work experience.

Ability to work in a fast-paced environment, receptive to change and able to multitask.

Prior clerical or administrative experience required.

Proficient in Microsoft Excel preferred.

Commitment to providing excellent customer service required.

Must be able to operate office equipment (i.e., copier, fax machine, etc.).

Applicants must currently be authorized to work in the United States for any employer without current or future sponsorship. No OPT, CPT, STEM/OPT or visa sponsorship now or in future.

Drug Testing

To be employed in this role, you’ll need to clear a pre-employment drug test.

Cox Automotive does not currently administer a pre-employment drug test for marijuana for this position.

However, we are a drug-free workplace, so the possession, use or being under the influence of drugs illegal under federal or state law during work hours, on company property and/or in company vehicles is prohibited.

Benefits

• Employees are eligible to receive a minimum of sixteen hours of paid time off every month and seven paid holidays throughout the calendar year.
• Employees are also eligible for additional paid time off in the form of bereavement leave, time off to vote, jury duty leave, volunteer time off, military leave, and parental leave.
• Benefits of working at Cox may include health care insurance (medical, dental, vision), retirement planning (401(k)), and paid days off (sick leave, parental leave, flexible vacation/wellness days, and/or PTO).

About Us

Through groundbreaking technology and a commitment to stellar experiences for drivers and dealers alike, Cox Automotive employees are transforming the way the world buys, owns, sells - or simply uses - cars.

Cox Automotive employees get to work on iconic consumer brands like Autotrader and Kelley Blue Book and industry-leading dealer-facing companies like vAuto and Manheim, all while enjoying the people-centered atmosphere that is central to our life at Cox.

Benefits of working at Cox may include health care insurance (medical, dental, vision), retirement planning (401(k)), and paid days off (sick leave, parental leave, flexible vacation/wellness days, and/or PTO). For more details on what benefits you may be offered, visit our benefits page.

Cox is an Equal Employment Opportunity employer - All qualified applicants/employees will receive consideration for employment without regard to that individual’s age, race, color, religion or creed, national origin or ancestry, sex (including pregnancy), sexual orientation, gender, gender identity, physical or mental disability, veteran status, genetic information, ethnicity, citizenship, or any other characteristic protected by law.

Cox provides reasonable accommodations when requested by a qualified applicant or employee with disability, unless such accommodations would cause an undue hardship.

EOE, including disability/vets Applicants must currently be authorized to work in the United States for any employer without current or future sponsorship. No OPT, CPT, STEM/OPT or visa sponsorship now or in future.

Cox brings together the world's greatest minds to help breathe life into new possibilities - and drive innovation for a better future.

That’s why we look for individuals who share our pioneering spirit, have imaginative ideas and are fearless when it comes to tackling the world’s biggest challenges.

Our people love technology - and they love making a difference.

They have a passion for finding new solutions and working with brilliant colleagues.

Every day they dedicate themselves to a huge range of exciting projects, contributing to the Cox vision around the globe.

From engineering new sustainability solutions that conserve water and energy to creating the infrastructure for the smart cities of tomorrow, there's no challenge too great for our pioneers.

And there's no shortage of opportunities for you to make a difference.

Come and experience the dynamic, collaborative and creative environments where your ideas are welcome and new discoveries are waiting.

To help you grow to your full potential, we strive to support our employees in their career aspirations and promote the freedom to explore new horizons.