Management Assistant, Customer Experience Center

CarMax - Henderson, NV

Full-time - Entry Level

Henderson, NV

10,001+ employees

Motor Vehicle and Parts Dealers

About the position

Under general direction from the Business Operations Manager, this position is responsible for assisting all store managers in the hiring and onboarding processes. The role requires providing exceptional customer service in a fast-paced, team-oriented environment through the facilitation of the sales, auction, and appraisal processes. This includes responsibilities for cash management, processing and auditing paperwork associated with sales, and providing exceptional customer service by answering questions and handling incoming calls. The Associate will coordinate the employment process for job applicants visiting the CarMax location, which includes partnering with hiring team members and job applicants to obtain scheduling availability, confirming schedules, and providing supplemental paperwork to both hiring team members and job applicants prior to interview day. Additionally, the Associate will maintain job applicant files and greet job applicants visiting for interviews. The position also involves coordinating all new associate orientation, ensuring that all new associate documentation is completed accurately and timely, setting up and maintaining associate personnel files, and training new associates on clocking in and out of Kronos. The Associate will also set up and train new associates in the use of Workday Learning and ensure all Workday training is completed. At the discretion of the Business Operations Manager or Manager on Duty in the Business Office, the Associate will perform Business Office functions, which include providing customer service by greeting customers, balancing overflow traffic, and explaining the paperwork process. The Associate will seek win/win solutions for customers and partners appropriately, process paperwork associated with retail/wholesale automobile sales, manage multiple pay types, and process paperwork affiliated with the state DMV. Mentoring new Business Office Associates and training other store departments on Business Office processes and procedures are also key responsibilities.

Responsibilities

• Coordinate employment process for job applicants visiting the CarMax location.
• 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 all 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.
• Provide customer service by greeting customers and balancing overflow traffic.
• Listen to and answer customer questions and explain paperwork process.
• Process paperwork associated with retail/wholesale automobile sales.
• Manage multiple pay types including receiving and counting money, distributing funds, preparing deposits and handling of the safe.
• Process paperwork affiliated with the state DMV.
• Mentor new Business Office Associates and train other store departments on Business Office processes and procedures.
• Perform clerical responsibilities including copying, filing, and data entry into Microsoft Excel and proprietary systems.
• Answer multi-line phone system and respond to callers' needs.

Requirements

• Ability to read, interpret, and transcribe data 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 and spreadsheet programs.
• Ability to prioritize and multi-task in a deadline-oriented environment.
• Above average organizational skills and attention to detail.
• Ability to lift objects that weigh 15-20 lbs.
• Effective speaking and listening skills in dealing with both internal and external customers.
• Ability to develop partnerships with Sales team and other departments to provide quality customer service.
• Maintain confidentiality of all records, files, and reports.

Nice-to-haves

• Experience in customer service roles.
• Familiarity with Workday or similar HR software.
• Knowledge of DMV processes and paperwork.

Benefits

• Comprehensive training programs.
• Diversity and inclusion initiatives.
• Career growth opportunities.
• Employee discounts on vehicle purchases.