Part Time Account Administrator - Part-time

Job Scope

Establish and maintain computerized inventory records of vehicles for sale to include data entry and continuing update of vehicle identification, condition and sale processing status. Prepare related reports and coordinate activities with account representatives.

Key Responsibilities

• Perform data entry of required information in the AS 400 system of vehicle identification number (VIN), and other descriptive information
• Manage account relationships, maintaining effective communications and ensuring customer requirements are met
• Maintain vehicle files
• Verify title information
• Log in titles when received
• Create and file in folders
• Work with title department to ensure that a negotiable title is obtained for each vehicle assigned to the account
• Work with posting clerk to ensure completion of recon, transportation, and all other vehicle charges are applied to the appropriate vehicle in the AS400 system
• Respond to customer inquiries relating to vehicles
• Provide quality service and assist in resolving problems
• Mail out sale packages the day after sale
• Pull and update consignment inventory information of vehicles transmitted by customer
• Investigate transmission errors
• Verify vehicle eligibility for the sale and provide customer with inventory reconciliation report.
• Communicate with Transportation department in order to arrange required transportation or obtain information including transportation condition reports, bills, etc.
• Pull transmitted transportation charges as needed
• Establish customer vehicle files in the computer system
• Update vehicle files on a continuous basis with standardized abbreviations to assure that vehicle location, condition, special announcements, and other activities relative to the vehicle are properly recorded
• Seek floor price information from account representative and enter it into computer system
• Review, enter, and update vehicle condition report information in the computer system
• Pull and print electronic condition reports. Provide customer with copies as necessary. In coordination with account representative, account operations coordinator, and account specific procedures
• Prepare sale vehicle run process including run order, scheduling, notice to customer account, etc.
• Follow up on vehicle preparation for the sale by reconciling incoming bills against ordered work/repairs for each Institutional customer vehicle
• Contact customer coordinators, service vendors and/or account representative when the information is missing or problems occur
• Communicate with accounting department in order to balance the sale and perform post- sale invoicing for accounts receivable as needed
• Maintain and update physical vehicle inventory files that document all activities relative to each customer vehicle, assuring accurate sale processing/closing records