Administration Supervisor

Atlanta, Georgia
Jun 18, 2019
Metro Area
Full Time

This position
supervises and directs the daily functions of the Dealer Services and the
Commercial Accounts team members as it relates to the digital auction to ensure
that the sales run smoothly both operationally and administratively. The position
works closely with National Client Sales and Support, Corporate Major Dealer
& Commercial Account groups to ensure that client expectations are met or
exceeded. The position also promotes and educates clients on the various
products and services provided by Manheim and Cox Automotive.


  • Establish customer vehicle files in the computer system.
    Update vehicle files on a continuous basis with standardized abbreviations,
    lease account numbers, line of business, vehicle condition, special
    announcements, and other activities relative to the vehicle are properly recorded.
  • Audit, update, post recon charges to ensure the correct
    fees are deducted from sale proceeds on the appropriate vehicle in the AS400 system.
  • Follow up on vehicle preparation for the sale by
    reconciling auction location recon charges against AS400 and sale platform.
    Contact auction administrator and sales platform representative when the
    information is missing, or problems occur.
  • Investigate transmission errors. Verify vehicle
    eligibility for the sale and provide customer with inventory reconciliation report.
  • Review, enter, and update vehicle notes in the computer system.
  • Monitor
    transaction registration; registers any failed facilitation and notify sale platform
    to research failure.
  • Prepare and email various reports (lists and sales and
    expense report, sold vehicles by net amounts report, buyer summaries, block
    summaries, etc.) within the SLA time frame.
  • Supervise the preparation of pre‐ and post‐sale reports
    as required by consignor, and ensure work is completed accurately and timely,
    charges are correctly posted, and records are maintained according to contract
  • Serves as the point person for resolution of client
    issues at the location in partnership with National Client Sales and Support,
    Corporate Major Dealer and Commercial Accounts.
  • Coordinates with the digital Finance and Arbitration
    teams to ensure clients are paid and/or refunded within SLAs.
  • Assists in educating of Commercial and Dealer Clients on
    Online Vehicle Exchange, Simulcast,, RMS (MBonDemand, BMW Direct
    Group, Volvo Direct, Porsche Direct, Nissan RPM) and on other Manheim services.
    Provides assistance and training in usage.
  • Respond to
    client or other teams/departments with issues pertaining to the sale or issues
    where the online administrator does not have the authority and escalate when
    necessary. Resolve overflow of issues when the NCSS Manager is unable to
    respond in a timely manner.
  • Supervise the work of commercial accounts staff by
    determining work procedures, preparing work schedules, expediting the workflow,
    assigning duties and examining work for accuracy and conformance to policies
    and procedures.
  • Maintain
    accurate account records and a positive client relationship by ensuring
    efficient and accurate handling and resolution of account problems.
  • Maintain communication with
    other departments and management team providing relevant information to
    coordinate activities of the department and ensure high quality of service to
    both internal and external clients.
  • Participate in
    operational process development and implementation of projects. Will require
    knowledge of auction operations, problem solving skills, leadership skills,
    effective meeting skills, ability to work in groups, and the ability to provide
    constructive feedback.
  • Works with manager to review work volumes, plan and
    continuously monitor staffing levels to ensure efficiency, quality work
    product, and effective client service; review departmental performance against
    key performance indicators and metrics and develop and execute strategies for improvement.
  • Assist manager with Lean Daily Management. Conducts or
    assists in daily stand‐up, track action items, works to remove rocks and
    implements changes driven by LDM.
  • Assists manager in maintaining and developing assigned
    staff by recruiting, selecting, orienting, and training employees, and by
    providing educational opportunities. Counsel and discipline employees as
    necessary. Plan, monitor and evaluate job performance, and conduct performance appraisals.
  • Represent the perspective of the digital auction in
    development of RMS hosted sites,, Simulcast and business
    practices, processes and policies
  • Assists manager in addressing any findings of unethical
    behavior and/or failure to adhere to the auction’s policies and procedures.
  • Support the development, deployment and maintenance of
    department policies, practices and procedures.
  • Effectively leads the team at the location by setting an example
    in behavior, championing Cox/Manheim values and ensuring that all employees are
    treated with respect.
  • Visibly demonstrate safety commitment by following all
    safety and health procedures and modeling the behaviors related to such. Work
    in cooperation with safety leadership in support of all safety activities
    aligned with Safety Excellence.
  • Other duties as needed or required by Manager.




  • HS Diploma/GED preferred.
  • 3‐5 years of relevant experience in related field.
  • Excellent leadership and supervisory skills.
  • Sales experience is a plus.
  • Strong client service orientation.
  • Excellent
    communication (written and verbal) and interpersonal skills required.
  • Ability to work in a high performance, fast‐paced team environment.
  • Solid computer skills, including ability to use Internet
    and MS Office effectively.
  • Ability to
    adapt to and work effectively within a constantly changing environment.
  • Requires
    physical ability and mental acuity to execute the duties of the position
    successfully within required timeframes to meet business requirements.






















About Cox Automotive





















Cox Automotive Inc. makes buying, selling and owning cars easier for everyone, while also enabling mobility services. The global company’s 34,000-plus team members and family of brands, including Autotrader®, Clutch Technologies,®, Dealertrack®, Kelley Blue Book®, Manheim®, NextGear Capital®, VinSolutions®, vAuto® and Xtime®, are passionate about helping millions of car shoppers, tens of thousands of auto dealer clients across five continents and many others throughout the automotive industry thrive for generations to come. Cox Automotive is a subsidiary of Cox Enterprises Inc., a privately-owned, Atlanta-based company with revenues exceeding $20 billion.

Cox is an Equal Employment Opportunity employer - All qualified applicants/employees will receive consideration for employment without regard to that individual’s age, race, color, religion or creed, national origin or ancestry, sex (including pregnancy), sexual orientation, gender, gender identity, physical or mental disability, veteran status, genetic information, ethnicity, citizenship, or any other characteristic protected by law.

Statement to ALL Third-Party Agencies and Similar Organizations:  Cox accepts resumes only from agencies with which we formally engage their services.   Please do not forward resumes to our applicant tracking system, Cox employees, Cox hiring manager, or send to any Cox facility. Cox is not responsible for any fees or charges associated with unsolicited resumes.


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