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.


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.


  • 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


  • 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.


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


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

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