Admin Asst II

KAR Auction Services Hutchins , TX 75141

Posted 1 week ago

Job Summary: Reporting to the Office Manager or designated manager, the administrative assistant will provide support to ensure efficient operation of the office in accordance with corporate guidelines to ensure maximum dollar sales volume in the most profitable way possible. This position supports managers, employees and customers through a variety of tasks related to organization and communication and is responsible for confidential and time sensitive material. Must rely on experience and judgment to plan and accomplish daily tasks. Must know, practice and ensure that company policies and procedures and state or federal laws are followed at all times.

Responsibilities and Duties include but are not limited to the following:
1.Provide excellent customer service:

Practice and promote company Core Values.

Make sure customers receive prompt, efficient and courteous attention.

Maintain a professional appearance, orderly work environment and friendly disposition by greeting others.

Be familiar with procedures for handling all aspects of customer complaints or disputes.

Resolve customer complaints in a friendly, courteous manner. Advise the manager of all serious complaints or incidents.

Maintain a good flow of communication with all the auction departments.

Practice and promote teamwork at all times. Set a good personal example of attitude and performance.

Responsibilities and Duties include but are not limited to the following:
1.Provide excellent customer service:

Practice and promote company Core Values.

Make sure customers receive prompt, efficient and courteous attention.

Maintain a professional appearance, orderly work environment and friendly disposition by greeting others.

Be familiar with procedures for handling all aspects of customer complaints or disputes.

Resolve customer complaints in a friendly, courteous manner. Advise the manager of all serious complaints or incidents.

Maintain a good flow of communication with all the auction departments.

Practice and promote teamwork at all times. Set a good personal example of attitude and performance.

Other:

May make occasional trips to the tag office and post office

Make sure all outgoing USPS mail, FedEx and UPS is placed in the proper area ready for pick-up.

May unlock and lock front doors daily.

Make sure gate passes have gone to security at the end of each day.

Send and receive faxes.

Operate copier, mail/postage machine

May be responsible for purchasing office equipment for various departments.

Monitor all working area conditions and equipment to ensure they are within corporate standards for cleanliness, proper maintenance and safety. Advise Facilities of all breakdown and maintenance needs immediately.


Operations Department Specific Responsibilities and

Skills:

Maintain all work orders and billed properly.

Coordinate work flow by ordering and distributing needed parts.

Close work orders and certification paperwork.

Locate vehicles.

Communicate directly with account coordinators.

Scan invoices, file paperwork, generate reports and maintain log books.

Coordinate vehicles towed to the body, detail and mechanical shops.


Fleet Lease Department Specific Responsibilities and

Skills:

Support Fleet Lease Account Admins with their responsibilities and provide backup in their absence.

May be responsible for managing assigned Fleet Lease account vehicle transfers daily, which entails communicating with the receiving auction and transporters as needed, printing gate passes and generating reports.

Responsible for processing payments on all the marshaled vehicles.

Assist with maintaining files, printing and verifying individual vehicle labels.

May be responsible for assisting with vehicle redemptions as needed, including posting fees, generating invoices, communicating with the customer and submitting paperwork back to the client.

May be responsible to work as a block clerk on sale day as needed.

Admin Asst I Qualifications:

  • High School Diploma or GED required

  • One (1) to two (2) years of administrative support or similar experience preferred.

  • Strong typing and computer skills with experience using Microsoft Office, including Word, Excel and Outlook, AMS, V-Trace and Auction Trac.

  • Well-organized and responsible with an aptitude in problem solving.

  • Excellent verbal and written communication skills.

  • The ability to multi-task and thrive in a fast-paced environment.

  • Must be qualified to operate a motor vehicle and possess a valid driver's license.

Admin Asst II Specific Responsibilities and

Skills:

Assigned to larger accounts with increased responsibility

Admin Asst II Qualifications:

Must have qualifications in Level I.


Must be able to perform all Level I responsibilities and skills.
5.Fleet Lease Department Specific Responsibilities and

Skills:

Support Fleet Lease Account Admins with their responsibilities and provide backup in their absence.

May be responsible for managing assigned Fleet Lease account vehicle transfers daily, which entails communicating with the receiving auction and transporters as needed, printing gate passes and generating reports.

Responsible for processing payments on all the marshaled vehicles.

Assist with maintaining files, printing and verifying individual vehicle labels.

May be responsible for assisting with vehicle redemptions as needed, including posting fees, generating invoices, communicating with the customer and submitting paperwork back to the client.

May be responsible to work as a block clerk on sale day as needed.

Admin Asst I Qualifications:

  • High School Diploma or GED required

  • One (1) to two (2) years of administrative support or similar experience preferred.

  • Strong typing and computer skills with experience using Microsoft Office, including Word, Excel and Outlook, AMS, V-Trace and Auction Trac.

  • Well-organized and responsible with an aptitude in problem solving.

  • Excellent verbal and written communication skills.

  • The ability to multi-task and thrive in a fast-paced environment.

  • Must be qualified to operate a motor vehicle and possess a valid driver's license.

Admin Asst II Specific Responsibilities and

Skills:

Assigned to larger accounts with increased responsibility

Admin Asst II Qualifications:

Must have qualifications in Level I.

Must be able to perform all Level I responsibilities and skills.

Three (3) to five (5) years of administrative support or similar experience required.

Admin Asst III Specific Responsibilities and Skills

Assigned to the largest, most complex accounts with increased responsibility

Admin Asst III Qualifications:

Must have qualifications in Level I and Level II.

Must be able to perform all Level I and Level II responsibilities and skills.

Five (5) plus years' experience.

Supervisory experience preferred.

Physical Requirements and Working Conditions:

  • The physical activity requirements of the position are from Light Physical Work.

  • Visual acuity requirements include color, depth perception, field of vision comparable to definitions for Clerical, Administrative, Machine Operators (including inspection) positions.

Constant sitting, fingering, grasping, feeling, talking, listening

Frequent reaching, standing, walking, pushing, pulling, lifting up to 25lbs.

Occasional kneeling, stooping, crouching, repetitive motions

Potential climbing, running, jumping, yelling, or other rapid or forceful movement in emergency situations

This position is subject to both inside and outside environmental working conditions, including temperature changes, outside weather conditions, slightly elevated ambient noise levels, and minor atmospheric conditions affecting skin or respiratory systems, such as fumes, odors and dusts associated with automobile operations and emissions.

Note: This job description in no way states or implies that these are the only duties to be performed by incumbents in this position. Employee(s) will be required to follow any other job-related instruction or duties requested by an authorized person. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.

#CB

Benefits: Be healthy, be prepared, save for tomorrow. Take a closer look at our benefits here.


icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Accoun Supv II

KAR Auction Services

Posted 3 weeks ago

VIEW JOBS 8/24/2019 12:00:00 AM 2019-11-22T00:00 Job Summary: Reporting to the General Manager or designated manager, the Account Supervisor will be the liaison between ADESA and their designated accounts, along with coordinating all facets of the assigned account(s) in accordance with corporate guidelines to ensure maximum dollar sales volume in the most profitable way possible. Oversees inside administration and/or outside operations depending on auction size. Perform all duties assigned by the General Manager or designated manager. Must know, practice and ensure that company policies and procedures and state or federal laws are followed at all times by persons under their jurisdiction. Responsibilities and Duties: Walk all vehicles with Customer/Representative, recommend repairs to generate revenue and check the quality of Recon. Educate shop personnel and CR Writers on contractual guidelines for each Account. Recommend, generate, verify, and approve mechanical and body shop repairs/work orders based on the criteria for each account are completed and charges submitted along with data entry of the repair. Determines vehicle grade depending on damage and recommends repairs to account in order to increase vehicle grade and value. Determines Certifications per account guidelines. Writes repair orders on vehicles for repair. Determines when to repair vehicles using outside vendors (glass companies, etc). Perform physical inventory of vehicles and track missing units. Communicates with Customer for failed Post Sale Inspection's or Arbitration. Verify vehicle announcements and reports are accurate for pre-sale and/or prepares pre and post sale inspections. Ensure arbitrated units are restocked into inventory and proper announcements are made. Maintain knowledge of DMV laws and regulations pertaining to titles. Coordinate and assist with numbering of vehicles for sale. Represents vehicles on the auction block and assist customers as needed. Manage and oversees inside administration and/or outside operations to ensure all duties are complete. Any other duties as assigned by General Manager or designated manager. Develop and train all employees within the Department by company standards and guidelines. Monitor training conducted and ensure such training is according to company policy and procedures. Make sure the Department is properly staffed at all times. Develop and post weekly work schedules one week in advance for all Department employees. Control regular and overtime payroll within budgets. Prepare and conduct performance appraisals for all employees per company policy. Maintain and promote positive employee relations and morale whenever possible by practicing sound leadership and human relations principles to promote teamwork at all times. Set a good personal example of attitude and performance. Follow through and communicate employee relations problems to the General Manager or designated manager. Evaluate and take positive and consistent disciplinary action on infractions of company policies and procedures as defined in the employee disciplinary policy. Conduct written warnings, suspensions and terminations of employment with the General Manager and Human Resources. Initiate and document terminations of employees. Attend unemployment hearings. Attend a Profit and Loss Statement review each accounting period with the General Manager. Ensure accurate and timely reconciliation of Department accounting with weekly and monthly corporate reports. Initiate and follow-up on discrepancies. Oversee all sales records, controllable expenses and cost items affecting profitability of the facility. Order supplies and forms. Oversee accurate daily accounting of all bookkeeping and daily completion of records. Submit required operations report to manager Monitor local competition and report to the General Manager or designated manager. Recommend new customer services and procedures to the General Manager or designated manager. Conduct employee meetings at least once a month or as necessary to communicate Company and Department issues and build teamwork among the employees. Monitor and ensure compliance with all contractual customer, contract and supplier agreements in conjunction with the accounting department. Monitor inventory levels and work with other managers to ensure maximum turnover of inventory without loss of sales using the first in/first out guidelines. Monitor and ensure compliance with floor plan layouts, order guides, and other directives. Initiate and complete accurate inventory transfers as instructed. General Employee Responsibilities: Standards of Conduct: Provide prompt and courteous service at all times. Perform customer service transactions as described in the account contract. Be familiar with procedures for handling all aspects of customer service. Resolve any customer complaints in a friendly, courteous manner and advise the General Manager or designated manager of all serious complaints or incidences. Maintain a professional appearance and a neat work environment consistent with the Employee Handbook. Practice and promote teamwork at all times. Set a good personal example of attitude and performance. Advise the designated manager and Facilities of all breakdowns and maintenance needs immediately to ensure a safe work environment. Make sure all Department area conditions do not threaten employee or customer safety. Respond to and follow proper procedures on employee and customer accidents, injuries, and loss or damage to any property. Report all incidents to the Manager immediately. Practice proper loss prevention and reaction procedures. Ensure proper follow-through on all directives, bulletins, schedules and accounting from the Manager or other corporate sources. Maintain a good flow of communication with Manager and other auction personnel. Educational Requirements and Qualifications: GED or High School diploma preferred. Two (2) years of account management experience required with one (1) year of supervisory experience preferred. Must be qualified to operate a motor vehicle and possess and maintain a valid driver's license. Physical Requirements: The physical activity requirements of the position are from Light to Medium Physical Work. Visual acuity requirements include color, depth perception and field of vision comparable to definitions for Clerical, Administrative, Machine Operators (including inspection) positions. Frequent – standing, watching, touching or fingering, listening, walking, talking Potential – running, jumping, yelling or other rapid or forceful movement in emergency situations Physical Working Condition: This position is subject to both inside and outside environmental working conditions, including temperature changes, outside weather conditions, slightly elevated ambient noise levels, and minor atmospheric conditions affecting skin or respiratory systems, such as fumes, odors and dusts associated with internal and external service station/convenience food and petroleum dispensing operations. Note: Refer to the Handbook and Policy Manuals for important addendum requirements to all job descriptions. This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. The requirements listed in this document are the minimum levels of knowledge, skills or abilities. Benefits: Be healthy, be prepared, save for tomorrow. Take a closer look at our benefits here. KAR Auction Services Hutchins TX

Admin Asst II

KAR Auction Services