Manager, Business Services

Cox Automotive Inc.; Carleton (MI); On-site; USD 74,000 - 111,000; Full time

Benefits offered by this job

Vacation with pay

7 paid holidays

Wellness time off

Bereavement leave

Jury duty leave

Job summary

Cox Automotive Inc. in the United States is seeking an experienced Office Manager to lead general office activities, coordinate staff, and ensure accurate sales records.

You will assist customers with sales and service questions while maintaining efficient office operations and compliance with policies. Responsibilities include managing daily admin, training staff, improving workflows, overseeing payroll-related processes, and ensuring DMV law compliance.

Qualifications

• High School Diploma or higher with relevant experience.
• Strong communication, customer service, and organizational skills.
• Familiarity with title and DMV laws and regulations.
• Proficient with Microsoft Office and AS400 systems.
• Ability to manage multiple tasks and supervise teams.

Responsibilities

• Manage daily administrative operations and scheduling priorities.
• Oversee sale day processes and staff training.
• Enhance workflow with appropriate software and resources.
• Recruit, train, supervise, and evaluate office staff.
• Ensure accurate processing of customer payments and records.
• Coordinate with departments to maintain high quality service.
• Ensure compliance with IRS 8300 and DMV requirements.
• Plan office layout, budgeting, and cost reduction efforts.

Skills

Strong communication

Leadership

Customer service

Organizational skills

Multi-tasking

Microsoft Office (Word, Excel, Outlook

AS400 knowledge

Documentation and data entry

Knowledge of title & DMV laws

Problem solving

Education

High School Diploma

Bachelor's Degree

Master's Degree

Ph.D

Tools

AS400

Job description

This position manages and coordinates general office activities, including office administration and staff; ensures the accuracy and efficiency of all sales records and documents; and assists customers with sales and service questions and issues.

Job Responsibilities

• Manage daily administrative operations of the department including establishing work priorities, scheduling workforce, administering attendance policies, resolving problems, etc.
• Maintain and oversee sale day process and flow according to company policies.
• Develop and implement training methods to ensure all employees have essential job skills.
• Maximize office productivity through proficient use of appropriate software applications, and research and develop resources that create a timely and efficient workflow.
• Maintain and develop office staff by recruiting, selecting, orienting, training and supervising employees, and by providing educational opportunities. Counsel and discipline employees as necessary. Plan, monitor and evaluate job performance, and conduct performance appraisals.
• Analyze and organize office operations and procedures such as approval of payroll time for office staff, filing systems, requisition of supplies, and other clerical services.
• Plan office layout, develop office budget, schedule expenditures, analyze variances and initiate cost reduction. Prepare activity and sales reports for management upon request.
• Formulate procedures for systematic retention, protection, retrieval, transfer, and disposal of records. Supervise the servicing of office equipment and the ordering of office supplies.
• Maintain and monitor systems to process customer transactions according to established guidelines. Monitor and keep current with Department of Motor Vehicle laws and regulations.
• Coordinate activities of various clerical departments and employees and interact with other departments as necessary to ensure high quality of service to customers.
• Interact and coordinate with corporate when new procedures are needed, develop and implement improvements in methods and systems to ensure smooth flow of work and customers' satisfaction.
• Interact and coordinate with corporate to develop and administer proper procedures for floor plan payments.
• Ensure that all customer payments are processed on day of receipt for timely deposit.
• Work closely with Accounting and MFS Collections departments regarding customer payments and monitoring Working Cash Reports.
• Ensure all cash receipts are handled in accordance with IRS 8300 procedures.
• Administer and supervise all title processing for operating location transactions.
• Assist customers and employees in solving sales related issues.
• Actively work with other departments to create strong relationships and increase efficiencies.
• Supervise dealer registration office to ensure quality service to customers.
• Visibly demonstrate safety commitment by following all safety and health procedures and modeling the behaviors related to such. Work in cooperation with safety leadership in support of all safety activities aligned with Safety Excellence.
• Review work volumes, plan and continuously monitor staffing levels to ensure efficiency, quality work product, and effective customer service; review departmental performance against key performance indicators and metrics and develop and execute strategies for improvement.
• Effectively leads the team at the location by setting an example in behavior, championing Cox/Manheim values and ensuring that all employees are treated with respect.
• Enforce all company policies and procedures related to employee and customer conduct.
• Partner with various market level support teams (i.e. Finance, HR, MFS, Recon, Safety, Security, Sales) to ensure effective and efficient operational processes that align with company objectives and strategies and high quality customer service and support.
• Perform other duties as assigned by manager or supervisor.
• Physical Demands: Ability to sit or stand for prolonged periods of time. Vision abilities required include close, distance, color, and depth perception.

Qualifications

Equivalent combination of education and work-related experience

• High School Diploma and 11 years of relevant experience in related field. or Bachelor's Degree and 7 years of relevant experience in a related field and 1 year of experience in a leadership role or Master's Degree and 5 years of relevant experience in related field or Ph.D and 2 years of relevant experience in related field.3 years auction industry experience required.
• 1 - 3 years office management or supervisory experience required.
• Strong communication and interaction skills required.
• Effective management, customer service, and organizational skills required.
• Comprehensive knowledge of title & DMV laws and regulations required.
• Documentation and Data Entry
• Client Servicing Focus
• Good computer and software knowledge essential, including AS400.
• High School Diploma or equivalent required. BA / BS is a plus.
• Ability to handle multiple tasks at one time.
• Knowledge of Microsoft Office, including Microsoft Word, Excel, and Outlook software

Work Environment

Fast-paced, close quarters. Occasional exposure to fumes, odors and weather conditions.

USD 74,000.00 - 111,000.00 per year

Compensation

Compensation includes a base salary in the range of $74,000.00 - $111,000.00. The base salary may vary within the anticipated base pay range based on factors such as the ultimate location of the position and the selected candidate's knowledge, skills, and abilities. Position may be eligible for additional compensation that may include an incentive program.

Benefits

The Company offers eligible employees the flexibility to take as much vacation with pay as they deem consistent with their duties, the company's needs, and its obligations; seven paid holidays throughout the calendar year; and up to 160 hours of paid wellness annually for their own wellness or that of family members. Employees are also eligible for additional paid time off in the form of bereavement leave, time off to vote, jury duty leave, volunteer time off, military leave, and parental leave.

Applicants must currently be authorized to work in the United States for any employer without current or future sponsorship.

EOE, including disability/vets