Admin Support Specialist I - ASST

Position Description

CarMax has been a Fortune "100 Best Companies to Work For since 2005", was awarded a Top Workplaces honor by The Atlanta Journal Constitution and ranked 7th of Atlanta's top 25 large companies, and Training magazine's "Top 125 Training Companies" 2008-2015. Our culture is built upon the values of respect, integrity and transparency, and we live these values every day in how we treat our Customers and our Associates.

SUMMARY:

Under limited supervision, the Administrative Support Specialist is responsible for processing and/or reconciling work requests and working accounts for vehicles financed through CarMax Auto Finance. Receiving calls and/or making phone calls to customers, vendors, and/or CarMax stores regarding customer paperwork or requested account updates. Required to comply with all applicable state regulations while completing assigned tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Work account queues, process account updates, and/or process customer paperwork in accordance with assigned rotations and service levels (work queues and update accounts in CAMS with auction locations, vehicle Black Book values)
  • Review and evaluate customer accounts, work requests, or paperwork and determine follow-up steps required based on expectations and documented policies and procedures (repossession, remarketing, and bankruptcy related invoices)
  • Reviewing and validating supporting documentation (repossession, remarketing and bankruptcy invoices, utilizing CAMS, Signature, PeopleSoft, and iRepo)
  • Communicate with CarMax store personnel, customers, vendors or third parties to obtain supporting documentation and/or correct errors (repossession vendors, internal customers)
  • Annotate accounts in company databases to document interactions with the customers, CarMax store personnel, vendors or third parties (CAMS, CBS, eTRACS)
  • Generate and maintain department reporting
  • Perform above functions within department expectations/metrics
  • Understand and adhere to company policies and procedures
  • Work with other departments/personnel where necessary to resolve customer and/or account issues (Customer Service and other internal departments)
  • Special projects and/or duties as assigned
  • Make outbound phone calls to address questions, or assist customers, CarMax stores, vendors or third parties (internal customers, CarMax store personnel, repossession vendors)

Position Requirements

QUALIFICATIONS:

  • Demonstrate adaptability and flexibility by embracing change.
  • Proven organization and time management skills.
  • Ability to work in a team environment.
  • Multi-task in a high energy and fast-pace work environment.
  • Execute basic typing skills to include minimum speed and accuracy requirements.
  • Execute basic computer skills.
  • Apply a common sense understanding in order to carry out simple verbal or written instructions.
  • Perform to minimum data entry standards.
  • Complete CarMax provided training as required.
  • Understand and adhere to company policies and procedures
  • Speak and listen effectively in dealing with customers, vendors, third parties, and stores
  • Customer service oriented.

EDUCATION and/or EXPERIENCE:

  • Basic working knowledge of Microsoft Word and Excel.
  • High School diploma/GED.
  • Six months related experience/training.

LANGUAGE SKILLS:

  • Ability to communicate effectively (written and verbal) with customers, vendors, third parties, associates and managers.

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