Service Documents Scanning & Indexing 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

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.