Job Description and Requirements for: Office Administrator
Summary of responsibilities:
This person is responsible for and not limited to all administrative duties. You are the face of National Powersport Auctions, and the importance of customer service cannot be overstated.
You are always responsible for setting a good example for NPA and its employees.
You will portray a positive image and always act respectfully to others. You will encourage a safe and healthy working environment. This position reports directly to the Office Manager.
Basic Employee Responsibilities:

• Arrive to work on time per your required work schedule
• Always be courteous and respectful to fellow employees and customers
• Dress appropriately to your particular job duties and within the parameters of our current employee manual.
• Always pick up after yourself
• Always Keep your work area neat and clean
• Always ask questions if you are unsure

Job Specific responsibilities:

• Incoming phone calls
• Emails, phone messages (personal & main line), fax, and respond accordingly
• Collecting mail and dispersing (titles, checks, parts, etc.)
• Receive folders and invoices from other locations

o Check folders in AMS and file accordingly
o File received invoices in appropriate place

• E-sale invoices for locally sold units, print off and pull folders

o Check vins on invoices with titles
o Scan invoices and titles and email to foreign buyers
o File or send accordingly per ‘Alert Messages’

• Post keys $45 consignments & lenders $35 (American Honda, Sheffield Financial, Citibank). Post batteries.
• Help with dealer issues, dealer updates and sort other issues to appropriate departments
• Cleaning and organizing lobby, office, checking other offices
• Receive payments for invoices and payoffs, make appropriate notes in AMS
• Go through all folders (auction ready, BK, etc.), check for changes, sold, etc.
• Mailing titles, folders, etc. to proper locations/dealers making sure they are signed over and notarized
• AR calling and emailing

o If paid or flooring, file or send accordingly
o Note calls, emails, responses, manager decisions in activities
o Look for unusual invoices, first time buyers, etc.
o Most of the calls will start one week after the sale while waiting for sent checks to arrive and be posted.

• Bank deposits - Checks

o Verify payment and notes
o Note the invoice # on the check
o Collect checks and add them
o Run checks in the bank scanner
o Verify the amount and submit for deposit
o Print copy of the deposit with check images
o Scan to accounting
o File checks and printed deposit in cash office

• Bank deposits – Cash & Canadian Checks

o Note the amount of cash on invoice, list amount of $100 bills
o Add cash, add the invoices – make notes for overages, shortages, etc.
o Fill out deposit form with cash and invoices, make night drop bag
o Scan deposit form, deposit copy, and invoices to accounting. File copies.
o Make GM aware of night drop bag to be left in safe until leaving property
o Make sure petty cash is good for auction day

• Transportation/Dealer pick up and drop off

o Making sure transporters sign in and ID copies for new drivers
o Collect necessary payments if dealer pickup
o Check if invoices are paid or IFT & Stamp Ok to load or IFT
o Give copy to warehouse and transporter
o Scan and e-mail condition reports to warehouse personnel and transportation dpt.
o Make tags for units that are not in system with as much info as possible; dealer name, date of drop, transporting company, last of vin, etc.
o Inform warehouse and managers of large or end of day pick-ups for transporters or dealers
o Inform sales & consignment departments about consignment units not in AMS

• Debtor redemption pickups

o Make sure CR is complete
o Call debtor to make appointment if not already made
o Print redemption form and verify debtor payment amount
o Have debtor sign redemption form, copy ID, make a copy for them and NPA
o Let warehouse/manager know debtor is here and print AMS sheet, ok’d to load
o Give debtor receipt of payment and make notes in AMS

• Auction Duties - Pre

o Check online consignment forms for important notations and give to Operations
o Post consignment titles that come in the mail, check if salvage, TMU, etc., and make copies
o Make sure titles are signed accordingly (customer to dealership, dealership signed as purchaser, etc.)
o Make sure correct docs are attached, liens are released, inform sales about title issues
o Check vins, make & year on titles and folders
o Auction verification for mileage and title info
o Make appropriate notes for salvage, TMU, etc.
o Number repo & consignment folders & file in order in appropriate lane
o Pull moved or redeemed folders from sale
o Make sure office is clean and organized and all supplies (pens, paper, etc.) are ordered
o Make auction badges, bidder numbers and guest badges

• Auction – Preview Day

o Print preview day catalogs and set out for dealers
o Make sure all dealer table info is up to date and out
o Put out pens and candy for dealers signing in
o Check in bidders and guests, collect updated dealer info if necessary and take payments for past invoices
o Pull last minute title and last-minute repo pulls
o Print prep list one last time at the end of the day to verify missing folders
o Check office and make sure it is clean and ready for the next day

• Auction Day

o Check morning emails for last minute issues
o Verify auction boxes are ready and attach house number to clipboards
o Print final auction catalog and set out for dealers
o File last minute folders that come in
o Check in bidders and guests, collect necessary documents if needed and take payments
o Help new dealers get checked in, have sales team do a walk around
o Make sure all flag and extra office help arrives on time and are ready for sale start
o Help extra office staff pull lane titles and file appropriately
o Check bidders out and take payments
o Note payments and check ok to load and stamp invoices
o Make sure dealers that have subject to’s are checking with sales before generating invoices
o Floor invoices for dealers

• Auction Day/Post sale

o Help transporters and dealers that come in to pick up
o Answer calls on personal line and main line for facility
o Take payments, make notes, mark ok to load, and stamp invoices
o Run checks through bank scanner and deposit
o Count cash, verify notes, make deposit breakdown and slip with night drop bag, make GM aware
o Scan cash and check deposits to accounting
o Generate remaining invoices, 1st when auction is over with no S/T’s then at end of the day for remainder
o Print invoices from the auction
o Generate invoices the following morning that sales worked on after 5 pm
o Pull invoices with Alert messages and follow instructions (floor, mail, email)
o Email flooring invoices to appropriate companies and mail titles to correct companies
o Gather titles with invoices, make sure all titles are accounted for, make copy of invoices once verified
o Go through auction folders and pull sold titles that were missed or done after the sale and file
o File in invoices with titles in title drawer