Vehicle Check In Clerk at ADESA Indianapolis LLC in Plainfield, Indiana

Job Description:

ADESA Indianapolis is seeking a customer focused candidate to assist with the inventory control and check in process. This position will report to the Operations Manager, provide and record accurate information on vehicles being checked into auction for sale. Vehicle Check in Clerks work must be able to work outdoors under any type of weather conditions. Must know, practice and ensure that company policies and procedures and state or federal laws are followed at all times.

Hourly pay at $13/hour

ADESA offers generous benefits :

• Paid Time Off including vacation, sick, personal and holidays




• Medical, Dental, and Vision Coverage




• HSA with company contribution and FSA options,




• Disability, Life, and AD&D Insurance




• 401(k) with company match




• Employee stock purchasing program




• Corporate discount program

Responsibilities and Duties: 

1.     Provide prompt and courteous service:

                                    A.  Demonstrate friendliness and helpfulness to customers and transporters dropping off vehicles for sale.    

                                    B.  Maintain a professional appearance and a neat work environment consistent with the Handbook.

2.     Make sure customer vehicles are checked in accurately, promptly and efficiently, following ADESA best practices.

3.     May be responsible for resolving customer complaints in a friendly, courteous manner and advise the General Manager or designated manager of all serious complaints or incidences.

4.     Maintain assigned computer, printer and equipment in good working order, with batteries charged.  Keep these items safe and properly secured when not in use, and immediately notify a supervisor/manager of any missing items or problems.   

5.     Gather and enter  accurate information to computer check-in on each vehicle as it is being checked into the auction (VIN number, sale number, mileage, dealer identification number,). 

6.       Verify that VIN number being entered matches the VIN shown on the     shipper’s Bill of Lading (BOL) and the “public” VIN that is visible through the     windshield. 

7.       Notify supervisor or respective internal department if a vehicle is encountered    without a proper public VIN or if a public VIN that does not match a BOL VIN.

8.      Browse and select to open preset (“canned”) VTrace jobs that may be    required for various clients.

Utilizing handheld computers:

1.     Scan the VIN, dealer, mileage, interior and exterior color, and select announcements on the devices to show a vehicle’s mileage or as is condition if mileage larger than 100,000 miles. If vehicle 10 years or more, it is announced as is as well.

2.     Work with Reservations Department if vehicles have been sent without proper spot reserved

Site Specific Duties May Include:

3.     Live Block Listings: Specify in the Autovision system – quick options section (small condition report):

-       If the vehicle has keys, no keys and/or spare keys

-       # cylinders

-       Existence of spare tires

-       Interior seating (leather, cloth)

-       Four wheel drives, RWD, AWD, sunroof, etc.

-       Automatic or standard transmission

4.     Need to take 10 pictures per vehicle:

·         Left front corner

·         Wheel left front

·         VIN on the door or jamb

·         Odometer

·         Dash (from back seat)

·         Interior roof (from the rear view mirror)

·         Cargo area and tail gate

·         Right rear, side view of the passenger side

·         Interior ( Form the passenger door)

·         Engine

-       Determine if vehicle will be sent to inventory, sale or Detail Shop depending on the dealer.

-       Keep track of the location of the vehicles on the lot depending on the dealer requirements.

9.     Practice cooperation with coworkers and promote teamwork at all times.  Set a good personal example of attitude and performance. 

10.  Communicate with staff in other departments to resolve check-in problems as they arise.

11.  Be alert to check for and respond to e-mail communications in a professional and timely manner.

12.  Ensure proper follow-through on all e-mail messages, directives, bulletins, schedules and accounting from the General Manager or designated manager or other corporate sources.  Maintain a good flow of communication with all personnel.

13.  Complete PRIDE Daily Schedule Controls and Maintain data in the Management Operating System (MOS), as may be required by supervisor/manager

14.  Complete Safety Training Programs on a timely basis

15.  Advise the General Manager or designated manager and Maintenance of all breakdowns and maintenance immediately.  Ensure good routine preventive maintenance. 

16.  Make sure all lot 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 the Lot Manager immediately. 

17.  Maintain a good flow of communication with all Lot personnel.

18.  Work within the established safety guidelines of the auction to ensure maximum safety and security for all employees.  Review company policies and adherence to them.

Educational Requirements and Qualifications:  

High School Diploma or GED preferred.  Basic computer skills are required and must be at least eighteen (18) years of age.  Must be qualified to operate a motor vehicle and possess a valid driver’s license.

Physical Requirements:

The physical activity requirements of the position are from Light to Medium Physical Work.

Visual acuity requirements include color, depth perception and field of vision comparable to definitions for Clerical, Administrative, Machine Operators (including inspection). 

Constant – Standing on feet

Frequent – Walking from car to car. Body movement to enter and exit vehicles.  Lifting hoods to jump start vehicles.

Occasional – Stepping up to reach high lifted vehicles

Physical Working Condition:

This position is conducted entirely in outside environmental working conditions, including temperature changes, outside weather conditions, slightly elevated ambient noise levels, minor potential physical hazards, such as electrical, mechanical equipment and minor atmospheric conditions affecting skin or respiratory systems, such as fumes, odors and dusts associated with operation of automobiles and transporters