Business Office Associate

Job Description

Business Office Associate | CarMax

The Tone:
This is a full-time role at CarMax, located in Charleston, SC. As a leading retailer of used vehicles, CarMax relies on its Business Office Associates to ensure smooth and efficient operations that directly impact customer satisfaction. This position is vital for providing an iconic customer experience by meticulously handling administrative tasks, managing financial transactions, and facilitating key sales and appraisal processes within a dynamic, team-oriented environment.

The TL;DR
• Role: Full Time
• Type: Shifts include nights, weekends, and holidays.
• Location: Charleston, SC

• Team: Reports directly to the Business Office Manager.
• Mission: To deliver exceptional customer service and streamline the sales, auction, and appraisal processes through accurate administrative support and diligent cash management.
• Tech Stack: Microsoft Excel, proprietary CarMax systems.

What You’ll Actually Do
• Customer Service and Support: Provide an exceptional customer experience by actively greeting customers, managing customer flow, addressing inquiries, clearly explaining paperwork processes, and seeking win/win solutions.
• Sales Process Administration: Meticulously process and audit all paperwork associated with retail and wholesale automobile sales, including maintaining deal jackets, liaising with finance companies, and ensuring accurate registration and titling documentation.
• Financial Operations and Cash Management: Diligently manage various payment types, including receiving, counting, and distributing funds, preparing daily deposits, and maintaining the security of the safe in accordance with loss prevention guidelines.
• Auction and Appraisal Facilitation: Efficiently process auction sales and appraisal lane purchases by proactively collecting necessary titles, verifying payoffs, and securing proper customer paperwork and signatures for timely funding to the Home Office.
• Departmental Training and Mentorship: Serve as a resource by mentoring new Business Office Associates and providing comprehensive training to other store departments on established Business Office processes and procedures.

The Must-Haves
• Background: Requires a background in administrative support with demonstrated proficiency in customer service interactions, detailed clerical duties, and the ability to interpret and transcribe data to maintain accurate records.
• Experience: Proven experience managing cash transactions, processing and auditing complex paperwork related to sales or financial transactions, and providing direct customer service. Must demonstrate above average organizational skills and meticulous attention to detail within a deadline-oriented environment.
• Skills:
1. Cash Management and Deposit Preparation
2. Comprehensive Document Processing and Auditing
3. Intermediate PC Proficiency (Microsoft Excel, proprietary systems)
4. Strong Organizational Skills and Attention to Detail
5. Effective Multi-line Phone System Operation
• Bonus: Ability to mentor and train new team members and other store departments on established operational procedures and processes.