Service Document Scanning Specialist

Mccords Vancouver Auto Center Inc; Vancouver (WA); On-site; USD 21,000 - 29,000; Full time

Job summary

Mccords Vancouver Auto Center Inc is seeking a Service Document Scanning Specialist to efficiently scan and index service repair orders, invoices, and warranty paperwork into the WebDocs system. You will verify document completeness, maintain consistent naming conventions, and ensure easy retrieval for audits and management requests.

The role requires meticulous attention to detail, strong organization, and the ability to work with minimal supervision in a fast-paced dealership environment in

Qualifications

• Exceptional attention to detail is required.
• Strong organizational and time-management skills are essential.
• Ability to maintain confidentiality of sensitive records.
• Excellent written and verbal communication abilities.

Responsibilities

• Scan all completed service repair orders into the WebDocs system.
• Scan and file parts invoices, warranty documentation, and related records.
• Verify documents for completeness before scanning and ensure proper indexing.
• Maintain filing standards and consistent naming conventions.
• Organize repair orders by date and department prior to scanning.

Skills

Attention to detail

Organization

Time management

Confidentiality

Written communication

Verbal communication

Problem solving

Independent work

Reliability

Punctuality

Tools

WebDocs document management system

Scanner equipment

Computer & filing systems

Job description

Department: ServiceSchedule: Tuesday-Thursday 4 pm-6 pm, Saturday 7 am- 6 pm, Sunday 11 am- 6 pmWage:$18.00 HourlyPosition SummaryThe 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 ResponsibilitiesScan 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 & AbilitiesExceptional 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 RequirementsAbility to sit or stand for extended periods.Frequent use of computer, scanner, keyboard, and office equipment.Frequent reaching, bending, and filing.Performance ExpectationsSuccess 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.