Lead Lot Specialist - Long Island, NY

Job Summary: Reporting to the General Sales Manager or designated manager, plan, implement and coordinate the outside operations and functions of one or more of the following departments: Consignment, Factory, Fleet/Lease, Commercial Account or Sales in accordance with corporate guidelines to ensure maximum dollar sales volume in the most profitable way possible. Perform all duties assigned by the General Manager or designated manager. Must know, practice and ensure that company policies and procedures and state or federal laws are followed at all times. Lot Specialist - Specific Responsibilities and Skills include but are not limited to the following:
• Perform duties in compliance with all contractual customer, contractor and supplier agreements.
• Assist in assuring the inventory is in the proper designated areas of the lot at all times. Track missing units and help with a physical inventory on a periodic basis.
• May assist in education the Vehicle Inspectors on SOP for each account.
• Assist Vehicle Inspectors in generating and approving work orders for the Mechanical Services Shop, Body Shop and Detail Shop and with data entry of repairs. Verify that repairs are completed and charges submitted.
• Verify vehicle announcements and reports are accurate for pre-sale.
• Determine which vehicles need outside orders. (Dent Demon, glass, etc.)
• Write repair orders and coordinate with shops for vehicle that need repairs.
• Inspect and picture vehicles for internet sales.
• Coordinate and assist with numbering of vehicles for sale.
• Assist with representing vehicles on the auction block and assist sales representatives as needed.
• Act as a liaison between the auction and designated accounts as needed.
• Determine certifications and grades for vehicles.
• Recommend mechanical and body shop repairs based on the criteria for each.
• Walk fresh inventory, grade and mechanical cars with Rep. Recommend repairs to generate revenue.
• Walk all vehicles with Reps prior to sale checking the quality of Recon.
• Communicate with customer for failed post sale inspections or arbitration.
• Ensure arbitrated units are restocked into inventory and proper announcements are made.
• Assist the Manager in monitoring and ensuring compliance with all contractual customer, contractor and supplier agreements in conjunction with the accounting department.
• Any other duties assigned by the General Manager or designated manager.
• Standards of Conduct:
• Practice and promote company Core Values.
• Provide prompt and courteous services at all times.
• Perform customer service transactions as described in the account contract.
• Be familiar with procedures for handling all aspects of customer service.
• Make sure customers receive prompt, efficient and courteous attention from all employees.
• Resolve any customer complaints in a friendly, courteous manner and advise the General Manager or designated manager of all serious complaints or incidences.
• Maintain a professional appearance and a neat work environment consistent with company policies.
• Practice and promote teamwork at all times. Set a good personal example of attitude and performance.
• Advise the designated manager and Facilities of all breakdowns and maintenance needs immediately to ensure a safe work environment.
• Make sure all department area conditions do not threaten employee or customer safety. Respond to and follow proper procedures on employee and customer accidents, injuries and loss or damage to any property. Report all incidents to management immediately. Practice proper loss prevention and reaction procedures. Lot Specialist Lead - Specific Responsibilities and Skills: in addition to above Lot Specialist responsibilities and skills: Operations:
• Assist Operations Manager with daily van crew operation. Make sure everyone is in the correct van for the start of the day.
• Ensure all cars are being moved in a timely manner and parked in the correct spot and/or stock area.
• Field issues and concerns from employees and discuss with Operations Manager if needed.
• Distribute Temporary Staffing to accommodate workload and meet expectations. Scan Temporary workers in and out for the day.
• Oversee department when Operations Manager is absent.
• Complete paperless billing in Auction Trac when Operations Manager is absent.
• Ensure vans are clean, neat and report any mechanical issues to Operations Manager.
• Ensure coordinators are marking up run lists.
• Organize factory account recalls and Bravo lists.
• Ensure stock is neat and organized.
• Train new employees including temporary staff. Fleet/Factory/Consignment:
• Follow up, delegate, lead and manage all outside lot coordinators to ensure the timely, efficient and successful pre-sale operations.
• Communicate with other departments to follow up on productivity for pre- and post-sale operational functions.
• To report to upper management regarding the pre-and post-sale status.
• Providing excellent customer service to Fleet Lease Reps and resolve any issues the customer may have. This can range from vehicle maintenance and/or body repairs, to accounting discrepancies to transport and logistical mistakes.
• Monitor each individual workload and make necessary changes if needed. Ensure job is completed in a timely, efficient manner.
• Walking vehicles to make decisions on any reconditioning that can be done to increase the value for when the vehicle is sold.
• Running reports to ensure that vehicles are at the proper shops (Mechanical, Body, Detail).
• Handling day to day issues that may arise (lot damage, theft, safety concerns from clients).
• Ensure that sale cars are going through the pre-sale process correctly.
• Handling lot movement when necessary to expedite the process of getting vehicles parked for sale.
• Working with admins/managers at shops regarding any vehicles that may be missing and ensuring that those vehicles are located and moved accordingly.
• Assist and monitor team members getting account inventory to the appropriate shops (mechanic, body, detail, glass) by communicating with team members.
• Communication with team regarding changes in daily tasks.
• Communication with management team to ensure sale is in order for their departments.
• Train team members in new accounts and develop more efficient ways to coordinate and manage pre-existing accounts.
• Assist in tracking, routing and moving inventory with my team daily so that inventory is in the correct location and any repairs can be done accordingly. Lot Specialist Lead - Qualifications:
• A minimum of three (3) to (5) five years of customer service/auction experience required.
• Must have comprehensive automotive knowledge regarding reconditioning.
• Must be knowledgeable in daily auction operations, customer and account knowledge, management reporting.
• Knowledge of NAAA guidelines.
• Must be able to perform all Lot Specialist responsibilities and skills. Physical Requirements and Working Conditions:
• The physical activity requirements of the position are from Light to Medium Physical Work.
• Visual acuity requirements include color, depth perception, field of vision comparable to definitions for Clerical, Administrative, Machine Operators (including inspection) positions.
• Constant - standing, watching, touching, listening, walking
• Frequent - sitting, talking, reaching, grasping
• Occasional - pushing, pulling, lifting, kneeling, stooping, crouching
• Potential - running, jumping, yelling, or other rapid or forceful movement in emergency situations 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. Note: This job description in no way states or implies that these are the only duties to be performed by incumbents in this position. Employee(s) will be required to follow any other job-related instruction or duties requested by an authorized person. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.