Commercial Services Specialist II (Manheim)

Cox Enterprises; Portland (OR); On-site; USD 45,000 - 65,000; Full time

Job summary

Cox Enterprises seeks an experienced administrative professional to be the primary liaison for automotive accounts, coordinating with national sales teams, site representatives and stakeholders. You will manage client relationships, explain auction processes, and oversee run planning, invoicing and reporting.

The role emphasizes strong data entry, communication and organizational skills, with responsibilities spanning vehicle prep coordination, issue resolution and cross-department collaboration

Qualifications

• 1-3 years clerical or administrative experience in automotive industry preferred.
• Data entry experience is required; general title experience is a plus.
• Effective communication skills required.
• Must possess good problem-solving and organizational skills.
• Good computer software skills; basic Microsoft Excel, Word, and Outlook.

Responsibilities

• Primary point of contact for resolving client issues for accounts ranging from simple to highly complex, collaborating with national sales team and stakeholders.
• Develops a positive relationship with assigned clients and explains auction processes, vehicle availability, sale preparation and delivery.
• Prepares and audits sale vehicle run processes, including run order, scheduling, notices, repairs, postings, invoicing and reporting.
• Monitors vehicle sales processes and liaises with auctioneers, department managers and operations to ensure smooth prep and representation.
• Educates and upsells national clients on complementary company products and services to ensure client satisfaction.

Skills

Data entry

Effective communication

Problem solving

Organizational skills

Education

High School Diploma or equivalent

Associate Degree

Tools

Microsoft Excel

Microsoft Word

Outlook

Job description

Job Responsibilities:

• Primary point of contact for resolving client issues for accounts ranging from simple to highly complex, broad scope accounts, collaborating with the national sales team, physical site
  representatives, corporate Commercial Services post-sale team, Arbitrators and various stakeholders.
  Assists with customer care issues and respond to dealer and commercial client inquiries, problems, or concerns in a professional manner, escalating as necessary.
• Develops a positive relationship with assigned clients, seeking to understand their vehicle requirements and helping them understand
  auction processes, vehicle availability and processes for sale, preparation, and delivery.
• In coordination with national account representative, follows account specific procedures to prepare and audit sale vehicle run process including managing run order, scheduling, providing notice to
  customer account, vehicle repairs, accurate charge posting (pre-sale and limited post-sale), reporting,
  invoicing, etc.
• Monitors vehicle sales processes and liaise with auctioneers in lane, department managers, national commercial sales teams, mechanic shops, and operations to ensure efficient vehicle preparation and auction block representation to include both initial runs and re-runs on sale day.
• Examines vehicles within the sales lineup, utilizing Auto Check to verify that inventory meets necessary specifications, identifying any missing vehicles, and collaborating with account representatives to ensure that vehicles are prepared for sale, complete with suitable imaging and
  announcements.
• Coordinates vehicle transportation, ensuring timely delivery and resolution of emerging issues.
• Reviews Condition Reports to capture required announcements (Structural, Flood, True Miles Unknown, AS IS – NAAA guidelines for miles and age), Branded Title, Manufacturer’s Buyback, etc.
• Educates and upsells national clients on complementary company products and services to ensure
  client satisfaction.
• Works with other Manheim departments regarding post-sale activities, AR, and on other matters.
• Generates file jackets for client audits containing condition reports and all invoices for performed
  work and transportation.
• Responsible for efficiently coordinating redemptions, involving scheduling with consumers for vehicle
• pickup, facilitating payments, and ensuring proper documentation, all while delivering exceptional customer service and resolving issues with professionalism.
• Serves as a liaison between clients and the Title Shared Services Center (TSSC) to ensure timely receipt of negotiable titles.
• Collaborates with Accounts Receivable department to post accurate charges; process and send invoices as needed; and actively pursue collections.
• Demonstrates effective prioritization skills by understanding the role of assigned tasks within the comprehensive lifecycle of auctioned cars.
• Demonstrates professionalism and sincere appreciation for the business relationships that have been established amongst the client and Manheim.

Qualifications:

• High School Diploma or equivalent required.
• Associate Degree a plus.
• 1 - 3 years of clerical or administrative experience in the automotive industry preferred.
• Data entry experience is required. General title experience is a plus.
• Effective communication skills required.
• Must possess good problem-solving and organizational skills.
• Good computer software skills necessary. Must possess basic Microsoft Excel, Word, and Outlook skills.
• Ability to sit or stand for prolonged periods of time.
• Ability to perform repetitive data entry tasks, manual dexterity.
• Vision abilities required include close, distance and depth perception.
• Commitment to providing excellent customer service essential.

Work Environment:

Office setting.

Disclaimer:

The posting is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.