Business Office Associate

Business Office Associate – Full Time

Location:

1600 Remount Rd, Gastonia, North Carolina 28054

Under general direction from the Business Office Manager, this position is responsible for providing exceptional customer service in a fast paced, team‑oriented environment through the facilitation of the sales, auction, and appraisal process. Responsibilities include cash management, processing and auditing paperwork associated with sales, and responding to customer inquiries via phone and in‑person.

• Assist store personnel and all store departments in daily functions while adhering to Car Max guidelines.
• Provide customer service by greeting customers, balancing overflow traffic, listening to and answering customer questions, and explaining the paperwork process.
• Seek win/win solutions for the customer and partners appropriately.
• Process paperwork associated with retail/wholesale automobile sales, including printing daily reports, maintaining deal jackets, contacting finance companies regarding contracts, obtaining required registration/titling information, processing reassignments, and auditing completed paperwork.
• Process auction sales, dealer registration, and appraisal lane purchases, including collection of titles, calls and follow‑up, proper paperwork and signatures from customers to send appropriate documentation to the Home Office for draft funding.
• Manage multiple pay types—including receiving and counting money, distributing funds, preparing deposits, and handling the safe—considering security and loss prevention.
• Process paperwork affiliated with the state DMV, including submitting title or registration documents after sale or obtaining titles post‑sale.
• Mentor new Business Office Associates and train other store departments on Business Office processes and procedures.
• Clerical responsibilities such as copying, filing, reconciling missing dealer plates or information, and data entry into Microsoft Excel and proprietary systems.
• Answer multi‑line phone system calls, respond to callers’ needs, and direct calls as appropriate.

• Pleasant, noisy office environment.
• Numerous distractions and disruptions due to incoming communication.
• May require walking or standing for extended periods.
• Variety of work schedules, including nights, weekends, and holidays.
• Wear Car Max clothing provided by the company at all times while working in the store.

• Ability to read, interpret, and transcribe data to maintain accurate records.
• Use resources and partnerships to balance customer and business needs.
• Understanding of numeric filing systems.
• Intermediate PC skills:
  Word processing, spreadsheet, and other programs.
• Ability to prioritize and multi‑task in a deadline‑oriented environment requiring above‑average organization and attention to detail.
• Lift objects weighing 15–20 lbs.
• Speak and listen effectively with internal and external customers in person, over the phone, and in writing.
• Complete Car Max‑provided training as required.
• Develop partnerships with Sales team and other departments to provide quality customer service.
• Maintain confidentiality of all records, files, and reports within the scope of the position.
• Report Asset Protection and/or Human Resources related issues to management.

Upon an applicant’s request, Car Max will consider a reasonable accommodation to complete the Car Max Job Application.

• Seniority level:
  Entry level
• Employment type:
  
  Full‑time
• Job function:
  Administrative
• Industry: Retail