Office Administrator
Carvana · Barnhart, MO · 4 wk ago
On-siteAdministrativeFull-time
We need to output HTML fragment with sections only if real content. Use for headings: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We must not repeat job title. The posting includes sections: About Us (company description) maybe not needed? The instruction: Use
for headings: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We must not repeat job title. The posting includes sections: About Us (company description) maybe not needed? The instruction: Use for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we need to map content to these headings if present. The posting includes "About Us" which is company overview; maybe we can treat as "About the role"? Actually "About the role" is a heading for role description. The posting includes "Role and Team" describing reporting and responsibilities. Could map that to "About the role". Then "Responsibilities" heading present. Then "Skills And Attributes" heading present -> map to Skills. Then "Qualifications" heading present. Then "ADESA Benefits And Perks" heading present -> map to Benefits. There's no explicit Pay or Schedule details. So we should not create those sections. Also we need to include maybe "Requirements" heading? The posting includes "Other Requirements" and "Physical activity requirements" etc. Could map to Requirements. Also "Qualifications" separate. The instruction: Use headings for those categories if content exists. So we will have sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits. Possibly also "Other Requirements" but we can combine into Requirements.
We must preserve all substantive information, not invent or summarize away detail. Use - for any list of duties/requirements/benefits, and
for prose. Need to avoid boilerplate like EEO, legal stuff, etc. Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. So we must strip out the "Legal Stuff", "EEO", etc. Also remove "ADESA Values" maybe? It's not a required heading but could be considered part of About the role? It's values; maybe we can include as prose under About the role? The instruction: preserve ALL substantive information; do NOT invent or summarize away detail. Values are substantive; we should keep them. But we need to place them somewhere. Could be under About the role as a paragraph.
We must not include headings with filler like "commensurate with experience". Not relevant.
We need to output only HTML fragment, no /, no markdown fences.
Let's extract content:
About Us: description of company, locations, services, culture, etc. This is substantive. Could be placed under About the role? Actually About the role is about the role, not company. But we have no explicit "About the role" heading in source; we have "Role and Team". That describes reporting and responsibilities. Could treat that as About the role. The company description could be considered part of About the role? Might be okay to include as a paragraph under About the role.
But we also have "ADESA Values" separate; could be included under About the role as well.
We need to avoid duplication.
Let's structure:
About the role
[company overview + role description + values maybe]
But we also have separate Responsibilities section.
Better: About the role could include company overview and role summary (Reporting to Office Manager...). Then Responsibilities list.
Let's parse:
Role and Team: Reporting to the Office Manager, Commercial Accounts Manager, or other designated manager, the Office Administrator is responsible for providing administrative support to the auction processes in a customer-facing environment.
That's a summary.
We can put that in About the role paragraph.
Then Responsibilities: list of duties (many bullet-like sentences). We'll convert each sentence to - inside
.
We need to preserve all substantive information; not lose any.
Let's extract responsibilities sentences:
- Act as the first-point of contact to onsite visitors, including internal and external customers and vendors, and third party visitors.
- Direct or guide visitors as appropriate.
- Assist customers at the front counter, including support with dealer registration (reviewing documents for relevance and accuracy, scanning/uploading, reviewing information in internal systems), obtaining bidder badges, gate passes.
- Receive, sort, and distribute incoming mail.
- Prepare, print, and mail customer statements, invoices, titles, floorplan packets, and other documents.
- Maintain shipping accounts (FedEx, DHL, etc.) and tracking records.
- Review, scan, upload, and distribute documents and reports, including sensitive, confidential documents, financial records/receipts and PII.
- Accurately enter and update information in the internal databases, including customer information, sales promotions, vehicle charges, payments, proceeds, invoicing, and internal notes.
- Reconcile P-card transactions.
- Process customer payments (check, ACH/EFT, wire; no cash handling).
- Verify floor plan payments.
- Make outbound telephone calls to customers regarding payment status, collections.
- Assist with SOX compliance audits and reporting (ie. title and lot inventory, pre/post sale checklists).
- Maintain filing system for titles and other documents.
- Maintain auction supplies.
- Regular inventory, ensuring appropriate supply levels are maintained.
- Order items according to cost effective business needs and approved vendors.
- Any other duties assigned by the designated manager
We need to keep them as list items.
Now Skills And Attributes: list:
- Team player who can collaborate well with multiple departments, customers and vendors
- Strong customer service skills and professional presence
- Analytical thinking and problem solving skills
- Strong organizational skills
- High degree of safety focus
- Proven ability to multitask while maintaining attention to detail
- Ability to work in a fast-paced environment
- Excellent verbal and written communication skills
- Data entry skills
We'll put under Skills heading as .
Qualifications: list:
- High School diploma or GED preferred
- Notary certification preferred
- 1 year of office environment experience preferred
- Must be 18 years of age and have a valid driver’s license that meets the requirements
- Able to safely drive a variety of make/model/sizes of vehicles
- Proficiency with computer systems and applications
We'll put under Qualifications heading as .
Requirements: we have "Other Requirements" and physical activity requirements etc. Also "To be able to do your job at ADESA, there are some basic requirements we want to share with you." Then list:
- Of course, we’ll make any reasonable accommodations for those with disabilities to perform the essential functions of their jobs.
- The physical activity requirements of the position range from Light to Medium Physical Work.
- Constant - standing, watching, touching, listening, walking, talking
- Frequent - bending, stooping, kneeling, lifting, grasping, pushing, pulling
- Potential – running, jumping, yelling or other rapid or forceful movement in emergency situations
- Visual acuity requirements include color, depth perception and field of vision comparable to definitions for Clerical, Administrative, Machine Operators (including inspection) positions.
- Physical Working Conditions: This position is subject to both inside and outside environmental working conditions, including temperature changes, outside weather conditions, slightly elevated ambient noise levels, and minor atmospheric conditions affecting skin or respiratory systems, such as fumes, odors and dusts associated with internal and external service station/convenience food and petroleum dispensing operations.
- To be able to do your job at ADESA, you must be able to read, write, speak, and understand English.
- Of course, we’ll make any reasonable accommodations for those with disabilities to perform the essential functions of their jobs. (duplicate)
- Hiring is contingent on passing a complete background check.
- This role is not eligible for visa sponsorship.
We need to remove duplicate sentences and boilerplate like EEO etc. Also remove "Legal Stuff" and EEO statements. Also remove "ADESA Values"? Might keep as part of About the role.
We need to preserve substantive info: physical activity requirements, working conditions, language requirement, background check, visa sponsorship.
We'll create Requirements section with items.
We must not include repeated sentence about reasonable accommodations twice; we can include once.
Now Benefits: we have "ADESA Benefits And Perks Competitive Pay | Quality Benefits | Holiday and Paid Time Off | Education and Equipment Reimbursement Programs | Matching 401(k) | Career Path Opportunities | And More!" This is a list separated by pipes. We'll convert to items.
We should not create Pay or Schedule sections because no explicit pay or schedule details.
Now About the role paragraph: include company overview (About Us) plus role summary plus values maybe.
Let's craft paragraph:
"ADESA, a Carvana-owned company, operates in over 50 locations throughout the US. Its auto auctions, some up to 200 acres, provide a wide array of vehicle services including repair, reconditioning, and auction remarketing, and many sites serve as market hub distribution centers. Inventory comprises hundreds of thousands of vehicles across North America from retail to commercial, OEM & more. The company works in a service industry and embraces a “we” versus “I” culture – help others, and they will help you. The industry is fun, fast-paced, and competitive – filled with passionate people. ADESA is poised for multi-year expansion including huge investments in facilities, massive sales growth, and an ever‑increasing inventory of vehicles.
Reporting to the Office Manager, Commercial Accounts Manager, or other designated manager, the Office Administrator is responsible for providing administrative support to the auction processes in a customer‑facing environment.
ADESA Values: Our Next Customer May Be Your Mom: Every customer deserves the same level of care and respect one would give to their own mother. We’re All in This Together: The company is unified by the shared goal of providing fantastic customer experiences, achieved through mutual trust, respect, and understanding. There Are No Sidelines: Employees are encouraged to be proactive, work hard, and take ownership of what needs to be done in a fast‑paced environment. Be Brave: Employees should not fear taking risks, pushing themselves outside their comfort zones, or being decisive, even if they stumble along the way. Zag Forward: The company empowers creative and passionate thinking to find meaningful ways to be different and deliver amazing experiences. Don’t Be a Richard: A simple guiding principle to act appropriately and professionally. Stay Scrappy: This value rejects mediocrity and "good enough," pushing employees to do more with less to pass savings on to customers."
We need to ensure we didn't miss any substantive info from About Us: also mention "We’re excited about the future!" and "We are looking for great people who want to take this journey with us! Get a sneak peek into life at ADESA!" Could include.
Add those sentences.
Now ensure we didn't include boilerplate like "EEO", "Legal Stuff", "Hiring is contingent on passing a complete background check." Actually background check is a requirement; we included in Requirements. Visa sponsorship also requirement.
We must not include "ADESA is an equal employment opportunity employer..." etc. Remove.
Now output HTML.
Let's construct:
About the role
...paragraph...
Responsibilities
- ...
...
Requirements
- ...
...
Qualifications
- ...
...
Skills
- ...
...
Benefits
- Competitive Pay
- Quality Benefits
- Holiday and Paid Time Off
- Education and Equipment Reimbursement Programs
- Matching 401(k)
- Career Path Opportunities
- And More!
We need to ensure we didn't miss any requirement like "Must be 18 years of age and have a valid driver’s license that meets the requirements" included.
Also "Able
- for any list of duties/requirements/benefits, and
for prose. Need to avoid boilerplate like EEO, legal stuff, etc. Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. So we must strip out the "Legal Stuff", "EEO", etc. Also remove "ADESA Values" maybe? It's not a required heading but could be considered part of About the role? It's values; maybe we can include as prose under About the role? The instruction: preserve ALL substantive information; do NOT invent or summarize away detail. Values are substantive; we should keep them. But we need to place them somewhere. Could be under About the role as a paragraph. We must not include headings with filler like "commensurate with experience". Not relevant. We need to output only HTML fragment, no /, no markdown fences. Let's extract content: About Us: description of company, locations, services, culture, etc. This is substantive. Could be placed under About the role? Actually About the role is about the role, not company. But we have no explicit "About the role" heading in source; we have "Role and Team". That describes reporting and responsibilities. Could treat that as About the role. The company description could be considered part of About the role? Might be okay to include as a paragraph under About the role. But we also have "ADESA Values" separate; could be included under About the role as well. We need to avoid duplication. Let's structure:
About the role
[company overview + role description + values maybe]
But we also have separate Responsibilities section. Better: About the role could include company overview and role summary (Reporting to Office Manager...). Then Responsibilities list. Let's parse: Role and Team: Reporting to the Office Manager, Commercial Accounts Manager, or other designated manager, the Office Administrator is responsible for providing administrative support to the auction processes in a customer-facing environment. That's a summary. We can put that in About the role paragraph. Then Responsibilities: list of duties (many bullet-like sentences). We'll convert each sentence to - inside
- .
We need to preserve all substantive information; not lose any.
Let's extract responsibilities sentences:
- Act as the first-point of contact to onsite visitors, including internal and external customers and vendors, and third party visitors.
- Direct or guide visitors as appropriate.
- Assist customers at the front counter, including support with dealer registration (reviewing documents for relevance and accuracy, scanning/uploading, reviewing information in internal systems), obtaining bidder badges, gate passes.
- Receive, sort, and distribute incoming mail.
- Prepare, print, and mail customer statements, invoices, titles, floorplan packets, and other documents.
- Maintain shipping accounts (FedEx, DHL, etc.) and tracking records.
- Review, scan, upload, and distribute documents and reports, including sensitive, confidential documents, financial records/receipts and PII.
- Accurately enter and update information in the internal databases, including customer information, sales promotions, vehicle charges, payments, proceeds, invoicing, and internal notes.
- Reconcile P-card transactions.
- Process customer payments (check, ACH/EFT, wire; no cash handling).
- Verify floor plan payments.
- Make outbound telephone calls to customers regarding payment status, collections.
- Assist with SOX compliance audits and reporting (ie. title and lot inventory, pre/post sale checklists).
- Maintain filing system for titles and other documents.
- Maintain auction supplies.
- Regular inventory, ensuring appropriate supply levels are maintained.
- Order items according to cost effective business needs and approved vendors.
- Any other duties assigned by the designated manager
We need to keep them as list items.
Now Skills And Attributes: list:
- Team player who can collaborate well with multiple departments, customers and vendors
- Strong customer service skills and professional presence
- Analytical thinking and problem solving skills
- Strong organizational skills
- High degree of safety focus
- Proven ability to multitask while maintaining attention to detail
- Ability to work in a fast-paced environment
- Excellent verbal and written communication skills
- Data entry skills
We'll put under Skills heading as
- ... ...
- ... ...
- ... ...
- ... ...
- Competitive Pay
- Quality Benefits
- Holiday and Paid Time Off
- Education and Equipment Reimbursement Programs
- Matching 401(k)
- Career Path Opportunities
- And More!
- .
Qualifications: list:
- High School diploma or GED preferred
- Notary certification preferred
- 1 year of office environment experience preferred
- Must be 18 years of age and have a valid driver’s license that meets the requirements
- Able to safely drive a variety of make/model/sizes of vehicles
- Proficiency with computer systems and applications
We'll put under Qualifications heading as
- .
Requirements: we have "Other Requirements" and physical activity requirements etc. Also "To be able to do your job at ADESA, there are some basic requirements we want to share with you." Then list:
- Of course, we’ll make any reasonable accommodations for those with disabilities to perform the essential functions of their jobs.
- The physical activity requirements of the position range from Light to Medium Physical Work.
- Constant - standing, watching, touching, listening, walking, talking
- Frequent - bending, stooping, kneeling, lifting, grasping, pushing, pulling
- Potential – running, jumping, yelling or other rapid or forceful movement in emergency situations
- Visual acuity requirements include color, depth perception and field of vision comparable to definitions for Clerical, Administrative, Machine Operators (including inspection) positions.
- Physical Working Conditions: This position is subject to both inside and outside environmental working conditions, including temperature changes, outside weather conditions, slightly elevated ambient noise levels, and minor atmospheric conditions affecting skin or respiratory systems, such as fumes, odors and dusts associated with internal and external service station/convenience food and petroleum dispensing operations.
- To be able to do your job at ADESA, you must be able to read, write, speak, and understand English.
- Of course, we’ll make any reasonable accommodations for those with disabilities to perform the essential functions of their jobs. (duplicate)
- Hiring is contingent on passing a complete background check.
- This role is not eligible for visa sponsorship.
We need to remove duplicate sentences and boilerplate like EEO etc. Also remove "Legal Stuff" and EEO statements. Also remove "ADESA Values"? Might keep as part of About the role.
We need to preserve substantive info: physical activity requirements, working conditions, language requirement, background check, visa sponsorship.
We'll create Requirements section with
- items.
We must not include repeated sentence about reasonable accommodations twice; we can include once.
Now Benefits: we have "ADESA Benefits And Perks Competitive Pay | Quality Benefits | Holiday and Paid Time Off | Education and Equipment Reimbursement Programs | Matching 401(k) | Career Path Opportunities | And More!" This is a list separated by pipes. We'll convert to
- items.
We should not create Pay or Schedule sections because no explicit pay or schedule details.
Now About the role paragraph: include company overview (About Us) plus role summary plus values maybe.
Let's craft paragraph:
"ADESA, a Carvana-owned company, operates in over 50 locations throughout the US. Its auto auctions, some up to 200 acres, provide a wide array of vehicle services including repair, reconditioning, and auction remarketing, and many sites serve as market hub distribution centers. Inventory comprises hundreds of thousands of vehicles across North America from retail to commercial, OEM & more. The company works in a service industry and embraces a “we” versus “I” culture – help others, and they will help you. The industry is fun, fast-paced, and competitive – filled with passionate people. ADESA is poised for multi-year expansion including huge investments in facilities, massive sales growth, and an ever‑increasing inventory of vehicles.
Reporting to the Office Manager, Commercial Accounts Manager, or other designated manager, the Office Administrator is responsible for providing administrative support to the auction processes in a customer‑facing environment.
ADESA Values: Our Next Customer May Be Your Mom: Every customer deserves the same level of care and respect one would give to their own mother. We’re All in This Together: The company is unified by the shared goal of providing fantastic customer experiences, achieved through mutual trust, respect, and understanding. There Are No Sidelines: Employees are encouraged to be proactive, work hard, and take ownership of what needs to be done in a fast‑paced environment. Be Brave: Employees should not fear taking risks, pushing themselves outside their comfort zones, or being decisive, even if they stumble along the way. Zag Forward: The company empowers creative and passionate thinking to find meaningful ways to be different and deliver amazing experiences. Don’t Be a Richard: A simple guiding principle to act appropriately and professionally. Stay Scrappy: This value rejects mediocrity and "good enough," pushing employees to do more with less to pass savings on to customers."
We need to ensure we didn't miss any substantive info from About Us: also mention "We’re excited about the future!" and "We are looking for great people who want to take this journey with us! Get a sneak peek into life at ADESA!" Could include.
Add those sentences.
Now ensure we didn't include boilerplate like "EEO", "Legal Stuff", "Hiring is contingent on passing a complete background check." Actually background check is a requirement; we included in Requirements. Visa sponsorship also requirement.
We must not include "ADESA is an equal employment opportunity employer..." etc. Remove.
Now output HTML.
Let's construct:
About the role
...paragraph...
Responsibilities
Requirements
Qualifications
Skills
Benefits