Commercial Services Specialist II (Manheim)

Cox Enterprises; Matteson (IL); On-site; USD 35,000 - 52,000; Full time

Job summary

Cox Enterprises is seeking a detail-oriented Data Entry / Administrative Coordinator in Matteson, IL to manage vehicle-related data, invoices, and customer communications. You will maintain electronic files, reconcile bills, and prepare run orders for vehicle sales while coordinating with transportation and accounting teams.

The role requires strong clerical experience, proficiency with MS Office, and excellent organizational and communication skills in a fast-paced environment.

Qualifications

• High School Diploma/GED; 3 years’ related field experience.
• Or alternative: additional degree/certification beyond HS or 5 years’ related field experience.
• Ability to multitask in a fast-paced environment.
• Prior clerical or administrative experience required.
• Proficient in basic computer programs and Microsoft Office.
• Commitment to excellent customer service and adherence to client contracts.
• Must operate adding machines and other office equipment; sit or stand for prolonged periods.
• Strong communications and organizational skills.

Responsibilities

• Data entry of required information.
• Manage account relationships, maintain effective communications and ensure customer requirements are met.
• Work with posting clerk to ensure completion of recon, transportation, and all other vehicle charges are applied to the appropriate vehicle in the system.
• Respond to customer inquiries relating to vehicles; provide quality service and assist in resolving problems.
• Communicate with Transportation Team to arrange required transportation or obtain information including reports.
• Establish electronic customer vehicle files in the computer system and update them with standardized abbreviations.
• Seek floor price information from account representative and enter it into the system.
• Prepare sale vehicle run process including run order and scheduling.
• Follow up on vehicle preparation for sale by reconciling bills against ordered work/repairs.
• Contact customer coordinators, service vendors and/or account reps when information is missing.
• Balance sales with the accounting department and perform post-sale invoicing as needed.
• Coordinate with Vehicle Operations Team to prepare assigned vehicles for online programs.
• Prepare reports such as sales and expense, sold vehicles by net amounts, dealer attendance, etc.
• Demonstrate safety by following procedures and support Safety Excellence activities.
• Perform other duties as assigned by management.

Skills

Communication skills

Organizational skills

Basic computer skills

Microsoft Office

Education

High School Diploma/GED

Tools

Microsoft Office

Adding machines

Copier / Fax machine

Job description

Job Responsibilities:

• Perform data entry of required information.
• Manage account relationships, maintain effective communications and ensure customer requirements are met.
• Work with posting clerk to ensure completion of recon, transportation, and all other vehicle charges are applied to the appropriate vehicle in the system.
• Respond to customer inquiries relating to vehicles. Provide quality service and assist in resolving problems.
• Communicate with Transportation Team to arrange required transportation or obtain information including transportation condition reports, bills, etc.
• Establish electronic 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.
• 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 representatives when the information is missing, or problems occur.
• Communicate with the accounting department to balance the sales and perform post-sale invoicing for accounts receivable as needed.
• Communicate with Vehicle Operations Team 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.
• Perform other duties as assigned by management.

Qualifications:

Minimum:

• High School Diploma/GED and 3 years’ experience in a related field.
• OR the right candidate could also have a different combination, such as any level degree/certification beyond a HS diploma/GED in a related discipline; OR 5 years’ experience in a related field.
• Ability to work in a fast-paced environment, receptive to change and able to multitask.
• Prior clerical or administrative experience required.
• Proficient in Basic computer programs and Microsoft office suite
• Commitment to providing excellent customer service required and adhere to Client Contracts.
• Must be able to operate adding machines and other office equipment (i.e., copier, fax machine, etc.). Ability to sit or stand for prolonged periods of time.
• Communications and Organizational skills required.

Hours:

• Mon: 7:30-4:30
• Tues: 7:30-4:30
• Wed: 8:00-5:00
• Thurs: 7:30-4:30
• Fri: 7:30-2:30