Management Assistant

Carmax; Seattle (WA); On-site; USD 36,000 - 48,000; Full time

Job summary

CarMax is seeking a detail‑oriented Business Office role to support hiring and onboarding, assist store managers, and deliver exceptional customer service in a fast‑paced environment. You will help with scheduling, orientation, paperwork, and various office processes across Workday, Kronos, and related systems.

The role involves handling confidential information, multitasking across payroll, registration, and sales paperwork, and mentoring junior staff as part of a team.

Qualifications

• Read, interpret, and transcribe data to maintain accurate records.
• Use resources and partnerships to balance the needs of the customer and the business.
• Understand numeric filing system.
• Use word processing, spreadsheet and other programs, displaying intermediate PC skills.
• Prioritize and multi‑task in a deadline‑oriented environment, demonstrating above‑average organizational skills and attention to detail.
• Lift objects that weigh as much as 15‑20 lbs.
• Speak and listen effectively in dealing with both internal and external customers, in person, over the phone, and written.
• Develop partnerships with Sales team and other departments to provide quality customer service.
• Maintain confidentiality of all records, files and reports within the scope of the position.
• Complete CarMax‑provided training as required.
• Report Asset Protection and/or Human Resource related issues to management.

Responsibilities

• Coordinate employment process for job applicants visiting the CarMax location.
• Coordinate all new associate orientation.
• Perform Business Office functions as directed by the Business Operations Manager or Manager on Duty.
• Mentor new Business Office Associates and train other store departments on Business Office processes and procedures.
• Clerical duties (copying, filing, reconciling missing dealer plates or information, data entry into Microsoft Excel and proprietary systems).
• Answer multi‑line phone system, respond to callers’ needs, and direct calls as appropriate.
• Learn and succeed as part of a team.
• Walk or stand for extended periods of time.
• Work varied schedules that include nights, weekends, and holidays.
• Wear CarMax clothing (acquired through the Company) at all times while working in the store.
• Process paperwork affiliated with retail/wholesale automobile sales (printing daily reports, maintaining deal jackets, contacting finance companies regarding contracts, obtaining registration/titling information, processing reassignments, auditing completed paperwork).
• Process auction sales, dealer registration, and/or appraisal lane purchases (collection of titles, payments, proper paperwork and signatures, sending documentation to Home Office for funding).
• Manage multiple pay types including receiving and counting money, distributing funds, preparing deposits, and handling the safe with security considerations.

Skills

Data interpretation

Customer balance

Numeric filing

PC skills

Multitasking

Lifting 15-20 lbs

Communication

Partnership development

Confidentiality

Training completion

HR reporting

Tools

Microsoft Excel

Workday

Kronos

Job description

Full job description 6094 - McKinney - 1441 N Central Expy, McKinney, Texas, 75070

CarMax, the way your career should be! Provide an iconic customer experience.

Summary

Under general direction from the Business Operations Manager, this position is responsible for assisting all store managers in the hiring and onboarding processes. Additional responsibilities include providing exceptional customer service in a fast‑paced, team‑oriented environment through the facilitation of the sales, auction, and appraisal process. These processes include responsibility for cash management, processing and auditing of paperwork associated with sales, and providing exceptional customer service by answering questions and handling incoming calls.

Essential Responsibilities

• Coordinate employment process for job applicants visiting the CarMax location
  • Partner with hiring team members and job applicants to obtain scheduling availability
  • Confirm schedules for hiring team and provide supplemental paperwork to hiring team members
  • Provide supplemental paperwork to job applicants prior to interview day
  • Update job applicant status and information in Workday
  • Maintain job applicant files
  • Greet job applicants who are visiting location for interviews
  • Respond to general inquiries from job applicants
• Coordinate all new associate orientation
  • Ensure that all new associate documentation is completed accurately and timely (i.e., I9s, dispute resolution agreement, etc.)
  • Set up and maintain associate personnel files
  • Key all new associates into Workday
  • Train new associate on clocking in and out of Kronos
  • Set up and train new associate in use of Workday Learning and ensure all Workday training is completed
• Perform Business Office functions as directed by the Business Operations Manager or Manager on Duty
  • Provide customer service by greeting customers, balancing overflow traffic, listening to and answering customer questions, and explaining paperwork process
  • Seek win/win solutions for the customer and partners appropriately
  • Process paperwork associated with retail/wholesale automobile sales (printing daily reports, maintaining deal jackets, contacting finance companies regarding contracts, obtaining registration/titling information, processing reassignments, auditing completed paperwork)
  • Process auction sales, dealer registration, and/or appraisal lane purchases (collection of titles, payments, proper paperwork and signatures, sending documentation to Home Office for funding)
  • Manage multiple pay types including receiving and counting money, distributing funds, preparing deposits, and handling the safe with security considerations
  • Process paperwork affiliated with the DMV (title/registration submission after sale)
  • Mentor new Business Office Associates and train other store departments on Business Office processes and procedures
  • Clerical duties (copying, filing, reconciling missing dealer plates or information, data entry into Microsoft Excel and proprietary systems)
  • Answer multi‑line phone system, respond to callers’ needs, and direct calls as appropriate
• Learn and succeed as part of a team
  • Work in a pleasant but noisy office environment with frequent distractions
  • Walk or stand for extended periods of time
  • Work varied schedules that include nights, weekends, and holidays
  • Wear CarMax clothing (acquired through the Company) at all times while working in the store

Qualifications

• Read, interpret, and transcribe data to maintain accurate records
• Use resources and partnerships to balance the needs of the customer and the business
• Understand numeric filing system
• Use word processing, spreadsheet and other programs, displaying intermediate PC skills
• Prioritize and multi‑task in a deadline‑oriented environment, demonstrating above‑average organizational skills and attention to detail
• Lift objects that weigh as much as 15‑20 lbs
• Speak and listen effectively in dealing with both internal and external customers, in person, over the phone, and written
• Develop partnerships with Sales team and other departments to provide quality customer service
• Maintain confidentiality of all records, files and reports within the scope of the position
• Complete CarMax‑provided training as required
• Report Asset Protection and/or Human Resource related issues to management

Upon an applicant's request, CarMax will consider reasonable accommodation to complete the CarMax Job Application.