Dynamic Office Administrator for Auto Auction Hub

Carvana; Grimes (IA); On-site; USD 26,000 - 28,000; Full time

Job summary

ADESA, a Carvana-owned company, is seeking an Office Administrator to support auction processes in a customer-facing environment at our Grimes, IA location. You will be the first point of contact for onsite visitors and assist with dealer registrations, payments, and document handling, ensuring accuracy and compliance across internal systems.

You will manage mail, invoicing, and reporting, support SOX audits, and maintain titles and filing.

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.
• Able to safely drive a variety of make/model/sizes of vehicles.
• Proficiency with computer systems and applications.

Responsibilities

• Act as the first-point of contact to onsite visitors, including internal and external customers and vendors, and third party visitors.
• 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.Any other duties assigned by the designated manager

Skills

Team player

Customer service

Analytical thinking

Organizational skills

Safety focus

Multitasking

Attention to detail

Fast-paced environment

Verbal and written communication

Data entry

Education

High School diploma or GED

Notary certification

Job description

ADESA, a Carvana-owned company, is seeking an Office Administrator to support auction processes in a customer-facing environment at our Grimes, IA location. You will be the first point of contact for onsite visitors and assist with dealer registrations, payments, and document handling, ensuring accuracy and compliance across internal systems.

You will manage mail, invoicing, and reporting, support SOX audits, and maintain titles and filing.