Business Office Associate

Job Description

About the Job: Business Office Associate

Location: 7662 – Phoenix-Gilbert – 1480 E Motorplex Loop, Gilbert, Arizona, 85297

CarMax, the way your career should be!

As a Business Office Associate, you will play a crucial role in providing an iconic customer experience. Under the general direction of the Business Office Manager, this position is responsible for delivering exceptional customer service in a fast-paced, team-oriented environment. You will facilitate the sales, auction, and appraisal processes, handling a range of responsibilities from cash management and processing/auditing paperwork to answering customer questions and managing incoming calls.

What You Will Do – Essential Responsibilities

• Customer Service & Support:
  • Assist store personnel and all store departments in their daily functions, adhering to CarMax guidelines.
  • Greet customers, balance overflow traffic, actively listen, answer customer questions, and clearly explain paperwork processes.
  • Seek win/win solutions for customers and partner appropriately with other teams.
  • Answer a multi-line phone system, respond to callers’ needs, and direct calls as appropriate.
• Paperwork & Process Management:
  • Process paperwork associated with retail/wholesale automobile sales, including printing daily reports, maintaining deal jackets, contacting finance companies regarding contracts, obtaining required registration and/or titling information, processing reassignments, and auditing completed paperwork.
  • Process auction sales, dealer registration, and/or appraisal lane purchases, which involves collecting titles (calls and follow-up), managing payoffs, ensuring proper paperwork and signatures from customers to send appropriate documentation to the Home Office for draft funding.
  • Process paperwork affiliated with the state DMV, including submitting necessary documents to title or register a vehicle for a customer after a sale or obtaining a title for a customer after a sale.
• Financial Responsibilities:
  • Manage multiple pay types, including receiving and counting money, distributing funds, preparing deposits, and handling the safe with considerations for security and loss prevention.
• Training & Mentorship:
  • Mentor new Business Office Associates.
  • Train other store departments on Business Office processes and procedures.
• Clerical Duties:
  • Perform clerical responsibilities such as copying, filing, reconciliation of missing dealer plates or information, and data entry into Microsoft Excel and proprietary systems for logging vehicle registration tags.

Learn And Succeed As Part of a Team

• Work in a pleasant, but noisy office environment with numerous distractions and disruptions due to incoming communication.
• May require walking or standing for extended periods of time.
• Adapt to a variety of work schedules, including nights, weekends, and holidays.
• Wear CarMax provided clothing at all times while working in the store.

Qualifications

Work requires the ability to:

• 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 systems.
• Use word processing, spreadsheet, and other programs, displaying intermediate PC skills.
• Prioritize and multi-task in a deadline-oriented environment, requiring above-average organizational skills and attention to detail.
• Lift objects weighing as much as 15-20 lbs.
• Speak and listen effectively in dealing with both internal and external customers, in person, over the phone, and in writing.
• Complete CarMax provided training as required.
• Develop partnerships with the Sales team and other departments to provide quality customer service.
• Maintain confidentiality of all records, files, and reports within the scope of the position.
• 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.