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Business Operations Coordinator

2 months ago

Clearwater, United States CarMax Full time
Job Summary

We are seeking a highly organized and detail-oriented Business Operations Coordinator to join our team at CarMax. As a Business Operations Coordinator, you will play a critical role in supporting the hiring and onboarding processes for our store managers. You will also be responsible for providing exceptional customer service in a fast-paced, team-oriented environment.

Key Responsibilities
  • Coordinate Employment Process
    • Partner with hiring team members and job applicants to obtain scheduling availability
    • Confirm schedules for hiring team and provide supplemental paperwork to hiring team members
    • Provide supplemental paperwork to job applicants prior to interview day
    • Update job applicant status and information in Workday
    • Maintain job applicant files
    • Greet job applicants who are visiting location for interviews
    • Respond to general inquiries from job applicants
  • Coordinate New Associate Orientation
    • Ensure that all new associate documentation is completed accurately and timely
    • Set up and maintain associate personnel files
    • Key all new associates into Workday
    • Train new associate on clocking in and out of Kronos
    • Set up and train new associate in use of Workday Learning and ensure all Workday training is completed
  • Business Office Functions
    • Provide customer service by greeting customers, balancing overflow traffic, listening to and answering customer questions and explaining paperwork process
    • Seek win/win solutions for the customer and partners appropriately
    • Process paperwork associated with retail/wholesale automobile sales
    • Process auction sales, dealer registration, and/or appraisal lane purchases
    • Manage multiple pay types, including receiving and counting money, distributing funds, preparing deposits, and handling of the safe with considerations to security and loss prevention
    • Process paperwork affiliated with the state DMV
    • Mentor new Business Office Associates, as well as train other store departments on Business Office processes and procedures
    • Clerical responsibilities, including copying, filing, reconciliation of missing dealer plates or information, and data entry into Microsoft Excel and proprietary systems
    • Answer multi-line phone system, respond to callers' needs, and direct calls as appropriate
    Requirements
    • Ability to read, interpret, and transcribe data in order to maintain accurate records
    • Ability to use resources and partnership to balance the needs of the customer and the business
    • Understanding of numeric filing system
    • Intermediate PC skills, including word processing, spreadsheet, and other programs
    • Ability to prioritize and multi-task in a deadline-oriented environment, requiring above-average organizational skills and attention to detail
    • Ability to lift objects that weigh as much as 15-20 lbs
    • Ability to speak and listen effectively in dealing with both internal and external customers, in person, over the phone, and written
    • Ability to develop partnerships with Sales team and other departments in order to provide quality customer service
    • Ability to maintain confidentiality of all records, files, and reports within the scope of the position
    • Ability to complete CarMax provided training as required
    • Ability to report Asset Protection and/or Human Resource related issues to management