Service Document Scanning Specialist

MCCORDS VANCOUVER AUTO CENTER INC in; Vancouver (WA); On-site; USD 21,000 - 29,000; Part time

Job summary

MCCORDS VANCOUVER AUTO CENTER INC is seeking a Service Document Scanning Specialist (Administrative) to manage scanning, indexing, and electronic filing of service orders, invoices, and warranty documentation into the dealership's WebDocs system.

The role ensures records are complete, retrievable, and compliant with Toyota, dealership, accounting, and audit requirements, while maintaining a secure, organized workspace and timely daily scanning.

Qualifications

• Experience with document scanning, indexing, and electronic filing into a document management system.
• Familiarity with maintaining accurate naming conventions and filing standards.
• Ability to verify documentation completeness before processing.

Responsibilities

• Scan completed service repair orders into the WebDocs system.
• Scan and file parts invoices, warranty docs, and related paperwork.
• Verify required documentation is present before scanning.
• Index documents for quick retrieval and organized filing.
• Maintain filing standards and consistent naming conventions.
• Organize orders by date/department prior to scanning.
• Communicate discrepancies to relevant teams (Service Advisors, Warranty, Parts).
• Perform quality control to ensure legibility and correct indexing.
• Retrieve documents for audits or management requests.
• Maintain confidentiality of customer and dealership records.
• Assist with document requests from Accounting, Warranty, and Service.
• Archive physical documents per retention policies.
• Monitor scanner equipment and arrange maintenance if needed.
• Complete daily scanning within timelines.

Skills

Attention to detail

Organizational skills

Time management

Confidentiality

Written communication

Problem solving

Independent work

Attendance & punctuality

Tools

WebDocs

Job description

Service Document Scanning Specialist (Administrative)

Department: Service
Schedule : Tuesday-Thursday 4 pm-6 pm, Saturday 7 am- 6 pm, Sunday 11 am- 6 pm

Wage:$18.00 Hourly

Position Summary

The Service Document Scanning Specialist is responsible for the timely, accurate, and organized scanning, indexing, and electronic filing of all service repair orders, parts invoices, warranty documentation, and supporting records into the dealership's WebDocs document management system. This role ensures all records are complete, easily retrievable, and compliant with Toyota, dealership, accounting, and audit requirements.

Job Duties and Responsibilities

• Scan all completed service repair orders into the WebDocs document management system.
• Scan and electronically file all parts invoices, sublet invoices, warranty documentation, technician worksheets, inspection forms, and supporting documentation.
• Verify each repair order contains all required documentation before scanning.
• Ensure documents are indexed accurately for quick retrieval.
• Maintain electronic filing standards and naming conventions.
• Organize repair orders by date and department before scanning.
• Identify missing documentation and communicate discrepancies to Service Advisors, Warranty Administrators, Parts Department, or management.
• Perform quality control reviews to ensure scanned documents are complete, legible, and correctly indexed.
• Retrieve electronic documents upon request from management, accounting, warranty, or manufacturer audits.
• Maintain confidentiality of customer and dealership records.
• Assist Accounting, Warranty, and Service Departments with document requests.
• Archive and store physical documents in accordance with dealership retention policies.
• Monitor scanner equipment and report maintenance or supply needs.
• Maintain an organized and clean scanning workspace.
• Complete daily scanning within established timelines to prevent document backlogs.
• Maintain compliance with dealership document retention schedules and manufacturer requirements.
• Securely store documents awaiting retention or destruction in designated areas.
• Shred confidential documents only after confirming they are eligible for destruction and have met all retention requirements.
• Assist with additional administrative projects as assigned.
• Turn off lights and secure service doors upon leaving.

Knowledge, Skills & Abilities

• Exceptional attention to detail.
• Strong organizational and time management skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Ability to maintain confidentiality.
• Excellent written and verbal communication skills.
• Strong problem-solving skills.
• Ability to work independently with minimal supervision.
• Reliable attendance and punctuality.

Physical Requirements

• Ability to sit or stand for extended periods.
• Frequent use of computer, scanner, keyboard, and office equipment.
• Frequent reaching, bending, and filing.

Performance Expectations

Success in this position will be measured by:

• Accurate indexing with minimal retrieval errors.
• No backlog exceeding three business days.
• Complete audit-ready documentation.
• Timely communication regarding missing paperwork.
• Professional, cooperative support of all dealership departments.