Buyer Admin

Job Description:

JOB OVERVIEW

Perform several time sensitive and diverse functions to assist Buyers by completing tasks associated with procuring vehicles from dealerships throughout the United States, Canada and Puerto Rico to satisfy the emergency, executive transportation needs and direct orders for Wheels clients.

KEY RESPONSIBILITIES - ESSENTIAL FUNCTIONS

• Ensure timely payment by actively obtaining status of purchase and billing, documenting and communicating activities through completion.
• Monitor and manage Salesforce and public folders, meeting SLA performance.
• Audit and reconcile dealer invoices for Out of Stock (OOS) acquisitions, ensuring accuracy of contract and charges against negotiated deal, including tax, title & registration.
• Input billing data for Out-of-Stock purchases in the company systems within same day, max 24 hours of receipt.
• Mail all department checks same day with any applicable documents required including dealer direct billings, title, and registration billings.
• Manage inquiries, escalated issues, and communication effectively with stakeholders throughout stock purchase transactions, providing status updates until resolution. This includes, but is not limited to, Clients, Dealerships, Account Managers, or other personnel.
• Assist dealers with Tax/L & T inquiries, providing support documents as needed, and develop/apply knowledge of title, registration, and tax requirements for leased vehicles across all states, Canada, and Puerto Rico.
• Obtain Manufacturer's Statement of Origin (MSO) for units where the sourcing dealer is not processing Title and Registration.
• Demonstrate a comprehensive understanding of fleet incentives, retail rebates, and customer eligibility.
• Investigate and credit dealer refunds to vehicle records as needed.
• Identify opportunities to enhance workflow between groups and departments, utilizing systems effectively, developing knowledge of regulations, and providing support to other areas, as necessary.

Flex Staff as Buyer to complete transactions for select, client located new vehicles, used vehicles and/or equipment purchases from dealerships/vendors as required, within 48 hours of request receipt.

Flex Staff as Direct Payment Specialist providing secondary support by processing invoices for imports and handling dealer payments for Dealer Direct Orders, which includes orders for Canada, Puerto Rico, and trucks.

Other duties as assigned.

LEADERSHIP RESPONSIBILITIES

No Leadership Responsibilities for this role.

COMPETENCIES

• Strong communication skills (verbal, written and listening)
• Organizational skills, ability to prioritize multiple tasks.
• Customer service and telephone etiquette
• Team player
• Detail oriented
• Problem solving and conflict resolution skills

EDUCATION AND EXPERIENCE

• PC skills (Excel)
  
• Knowledge of business math
  
• Knowledge of general office practices
  
• Flexibility, open to change.
  
• Associate degree preferred.
  
• Previous experience in a dealership, automobile industry, or fleet is valuable. Additionally, accounting or finance experience is a plus.
  

CORE VALUES

At Wheels, we believe in fostering a culture that is built on our Core Values and Guiding Principles. We cultivate a culture of excellence and innovation by upholding these values, driving our collective success and growth.

• Integrity - Always act with integrity and honesty.
  
• One Team - Treat others with dignity and respect; act as a cohesive, inclusive and accountable team that is making a difference.
  
• Innovation - Drive continuous improvement, spark creativity and embrace next generation thinking.
  
• Customer Success - Ensure that customer and driver success is at the heart of everything we do.
  

CULTURAL ATTRIBUTES

At Wheels, our culture guides us how we work every day, and we look for team members who show these behaviors:

• Discipline Drives Quality - Plan the Trip: Think proactively, hold a high bar, follow through by leveraging experience and systems. To produce quality outcomes, we must be intentional and deliberate in everything we do, from big bets to daily execution.
  
• Intellectually Curious - Fuel Your Minds: Be bold, challenge assumptions, think differently, look outside the box. Strive to unlock your own thinking and create new possibilities.
  
• Commit and Deliver - Own It: Take responsibility for your work, from start to finish, and be accountable for the results. T