Dynamic Auction Office Administrator

Carvana; Boise, Northern (ID, KY); Hybrid; USD 42,000 - 65,000; Full time

Benefits offered by this job

Competitive Pay

Holiday and Paid Time Off

Education and Equipment Reimbursement

Matching 401(k)

Job summary

ADESA, a Carvana-owned company, seeks an Office Administrator to provide front-line support for auction processes in a customer-facing environment at our Boise location. You will greet visitors, assist with dealer registration, and maintain accurate records across internal systems.

Daily tasks include processing payments, handling mail and documents, updating databases, reconciling P-card transactions, and supporting SOX compliance audits.

Qualifications

• High School diploma or GED preferred.
• Notary certification preferred.
• 1 year of office environment experience preferred.
• Must be 18 years of age and have a valid driver’s license that meets the requirements.

Responsibilities

• Act as the first-point of contact to onsite visitors, including internal and external customers and vendors, and third party visitors. Direct or guide visitors as appropriate.
• Assist customers at the front counter, including support with dealer registration (reviewing documents for relevance and accuracy, scanning/uploading, reviewing information in internal systems), obtaining bidder badges, gate passes.
• Receive, sort, and distribute incoming mail. Prepare, print, and mail customer statements, invoices, titles, floorplan packets, and other documents. Maintain shipping accounts (FedEx, DHL, etc.) and tracking records.
• Review, scan, upload, and distribute documents and reports, including sensitive, confidential documents, financial records/receipts and PII.
• Accurately enter and update information in the internal databases, including customer information, sales promotions, vehicle charges, payments, proceeds, invoicing, and internal notes.
• Reconcile P-card transactions.
• Process customer payments (check, ACH/EFT, wire; no cash handling). Verify floor plan payments.
• Make outbound telephone calls to customers regarding payment status, collections.
• Assist with SOX compliance audits and reporting (ie. title and lot inventory, pre/post sale checklists).
• Maintain filing system for titles and other documents.
• Maintain auction supplies. Regular inventory, ensuring appropriate supply levels are maintained. Order items according to cost effective business needs and approved vendors.

Skills

Customer service

Data entry

Multitasking

Organizational skills

Communication skills

Team player

Education

High School diploma or GED

Notary certification preferred

Tools

Microsoft Office

Job description

ADESA, a Carvana-owned company, seeks an Office Administrator to provide front-line support for auction processes in a customer-facing environment at our Boise location. You will greet visitors, assist with dealer registration, and maintain accurate records across internal systems.

Daily tasks include processing payments, handling mail and documents, updating databases, reconciling P-card transactions, and supporting SOX compliance audits.