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Senior Office Assistant

  • Full time, Day
  • Travel: No

Job Category: Business Operations

Job Level: Individual Contributor

Division: Cox Automotive


  • 3500 E Coliseum Blvd, Fort Wayne, Indiana
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Dealertrack is hiring a Senior Office Assistant for our Fort Wayne, IN office!

This is an on-site position. The schedule is M-F, 8am - 5pm (EST).

The Senior Office Assistant has an in-depth knowledge and is proficient and an expert in multiple areas of the motor vehicle title and registration process. This role provides support to the team by providing training and as the point of contact for clarification and assistance with procedures and Bureau of Motor Vehicle (BMV) rules and regulations. The Senior Office Assistant may lead a specific process, procedure, or be responsible for a high-volume client group. This role requires little supervision and is self-motivated. The Senior Office Assistant provides daily support to the team lead and supervisor or manager with the distribution of assignments, processing of reports, etc. and may be responsible for leading the team in the absence of management.

Your Role:

Performs a variety of office support tasks, including answering the telephone, recording, and forwarding messages, answering questions via email, fax or telephone about sales taxes and motor vehicle fees and requirements, and entering data into the computer. Follow up phone calls and/or emails to customers, vendors, and client services may be necessary.

The Senior Office Assistant will:

  • Support multiple processes, teams, departments, and/or high-volume client accounts.
  • Provide support to the Team Lead and Supervisor or Manager with the distribution of assignments. 
  • Assist with team member training.
  • Examine documents submitted by customers for motor vehicle titles and registrations.
  • Review and/or process transactions submitted electronically to ensure the transaction is complete and ready for BMV processing.
  • Complete paperwork to process title and registration transactions.
  • Receive payments, including tax payments, from customers for vehicle registration and titling transactions.
  • All other duties as assigned.

The Senior Office Assistant may also:

  • Lead a specific process or procedure.
  • Manage plate inventory, shipping, scanning, or any other applicable function associated with BMV process.
  • Assist with implementing new procedures and/or processes.
  • Process transactions for the public and/or clients via Online Registration Solution products.
  • Match checks to transactions to ensure proper billing and payment.
  • Perform the duties of Courier, which includes the delivery and pick up of documentation, registration, and license plates from customers within the region.
  • Scan and save submitted paperwork and/or motor vehicle records to the computer.
  • Run and/or monitor reports.
  • Assist both internal and external team members with questions about transactions and/or state processing requirements.

Post-Hire Mandatory Employment and State Requirements:

  • Obtain and maintain access to the Indiana (IN) Bureau of Motor Vehicles (BMV) Partial Service Provider Program (PSP) to process Electronic Registration and Titling for the State of Indiana.  This includes submission and approval of State of Indiana BMV/C Records Access and Use Agreement form which requires an Indiana State Police background check.
  • Compliance with Indiana BMV processing and auditing standards is a strict requirement.
  • Completion of all mandated training by the Indiana BMV within prescribed time periods is mandatory. 
  • Failure to comply with state requirements may result in disciplinary action, up to, and including separation of employment.

Minimum Qualifications:

  • High School Diploma/GED and 5 years’ experience in a related field. The right candidate could also have a different combination, such as any level degree/certification beyond a HS diploma/GED in a related discipline and 3 years’ experience; or 7 years’ experience in a related field.
  • Requires strong knowledge of Microsoft Word and Excel. Ability to become proficient in proprietary software.
  • Excellent interpersonal and collaborative skills to work effectively with teams throughout the organization.
  • Strong attention to detail and organizational skills.
  • Ability to multi-task, prioritize, and work effectively in a fast-paced environment under time-sensitive requirements.
  • Excellent customer service skills (verbal and written) and ability to perform professionally.

What We Look For (Preferred):

  • Advanced Knowledge of BMV title and registration process
  • Extensive knowledge and proficiency in Microsoft Office products

About Cox Automotive

At Cox Automotive, people of every background are driven by their passion for mobility, innovation and community. We transform the way the world buys, sells, owns and uses cars, accelerating the industry with global powerhouse brands like Autotrader, Kelley Blue Book, Manheim and more. What’s more, we do it all with an emphasis on employee growth and happiness. Drive your future forward and join Cox Automotive today! 

About Cox

Cox empowers employees to build a better future and has been doing so for over 120 years. With exciting investments and innovations across transportation, communications, cleantech and healthcare, our family of businesses – which includes Cox Automotive and Cox Communications – is forging a better future for us all. Ready to make your mark? Join us today! 


Benefits of working at Cox may include health care insurance (medical, dental, vision), retirement planning (401(k)), and paid days off (sick leave, parental leave, flexible vacation/wellness days, and/or PTO). For more details on what benefits you may be offered, visit our benefits page.

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. Cox provides reasonable accommodations when requested by a qualified applicant or employee with disability, unless such accommodations would cause an undue hardship.

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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