Automotive Admin Scanner

HOEHN MOTORS INC; Carlsbad (CA); On-site; USD 38,000 - 52,000; Full time

Job summary

HOEHN MOTORS INC is seeking a Full-Time Floater Scan Clerk to manage repair orders and scan documents into CDK with precision. The role also functions as a backup Receptionist, greeting showroom clients, answering basic inquiries, and directing visitors to the right department.

This position supports the Service Manager, handles messages, and assists various dealership departments, ensuring accurate records and smooth daily operations in a high-volume setting.

Qualifications

• No prior experience or training.
• High school diploma or GED; or one to three months related experience and/or training; or equivalent combination.
• One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination.

Responsibilities

• Prepare repair orders by organizing documents and removing staples.
• Scan documents into CDK and verify pages loaded and legible.
• Shred or box scanned documents per guidelines.
• Search for repair orders as requested by Service Manager.
• Monitor scanning process and volume with Service Manager.
• File and purge repair orders per guidelines.
• Maintain secure handling of customer information.
• Serve as telephone backup and greet showroom customers.
• Answer basic inquiries and direct customers to the appropriate department.
• Take and relay messages; notify staff when customers are waiting.
• Run scanning reports and export data to Excel; resolve discrepancies.
• Assist with data purging, retention, and general administrative support.

Education

High school diploma or GED

Job description

SUMMARYThe Full-Time Floater Scan Clerk is responsible for preparing, scanning, and organizing repair orders in accordance with dealership and manufacturer guidelines. The Full-Time Floater Scan Clerk will also serve as a backup Receptionist where they will greet customers as they call in and enter the showroom, answers basic inquiries, and directs them to the appropriate party.ESSENTIAL DUTIESEssential Duties include the following. Other duties may be assigned.Prepares repair orders by removing staples, taping stray documents, and putting documents in the correct order.Scans documents into CDK and carefully reviews the scanned documents to ensure all pages were loaded and legible before saving.Shreds or boxes scanned documents in accordance with dealership and manufacturer guidelines.Searches for repair orders as requested by the Service Manager.Works with the Service Manager to monitor the scanning process and volume.Files and purges repair orders in accordance with dealership and manufacturer guidelines.Keeps all customer information in a secured area.Serves as telephone backup.Answers and directs incoming phone calls.Greets showroom customers and determines the nature of their visit.Answers basic customer inquiries. Refers more extensive inquiries to the appropriate person.Directs customers to the correct department, notifies the appropriate employee that a customer is waiting, or introduces the customer to an employee.Takes and relays messages to the appropriate party.Maintains professional appearance.Scan and index a high volume of automotive dealership documents with exceptional accuracy,including repair orders, counter tickets.Run scanning reports, export data to Excel, and research or resolve discrepancies.File and maintain documents related to the parts and service departments.Maintain two dealership file rooms with strong attention to organization, compliance, and accuracy.Assist with data purging and document retention processes in accordance with dealership and manufacturer guidelines.Provide administrative support to the Business Manager and Office Manager.Assist various dealership departments as needed, including sales, parts, service, and accounting.Perform additional duties assigned to support daily dealership operationsMARGINAL DUTIESMarginal Duties include the following. Other duties may be assigned.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.EDUCATION and/or EXPERIENCENo prior experience or training.Less than high school education; or up to one month related experience or training; or equivalent combination of education and experience.High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.•One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.LANGUAGE SKILLSAbility to read and comprehend simple instructions, short correspondence, and memos.Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.Ability to write routine reports and correspondence.Ability to speak effectively before groups of customers or employees of organization.MATHEMATICAL SKILLSAbility to add and subtract two-digit numbers and to multiply and divide with 10's and 100's.Ability to perform these operations using units of American money and weight measurement, volume, and distance.Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.REASONING ABILITYAbility to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.Ability to deal with problems involving a few concrete variables in standardized situations.Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.Ability to deal with problems involving several concrete variables in standardized situations.Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must on occasion lift and/or move up to 10 pounds. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus. While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to stand; sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to walk.WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles. The noise level in the work environment is usually moderate.