Service Records Specialist: Scan, Organize & Audit

Sames Auto Group; Harlingen (TX); On-site; USD 28,000 - 36,000; Full time

Job summary

The Sames Auto Group is seeking a detail‑oriented Service Clerk to support the Service Department by accurately scanning, filing, and maintaining service documentation and records. This role ensures repair orders, warranty paperwork, and related documents are organized and accessible in line with dealership policies.

You will help maintain compliance, assist with basic administrative tasks, and keep a clean, secure filing workspace while following retention guidelines and supporting service

Qualifications

• Strong attention to detail and organizational skills.
• Basic computer proficiency and ability to learn dealership software systems.
• Ability to operate scanning equipment and document management systems.
• Ability to handle confidential information with professionalism.
• Strong time management skills and ability to manage repetitive tasks efficiently.
• Dependable and able to work independently.
• Prior administrative or office support experience preferred but not required.

Responsibilities

• Scan repair orders and related service documents into the dealership’s electronic filing system.
• File and organize physical service records as required by dealership procedures.
• Maintain accurate and organized service documentation for easy retrieval.
• Verify that service paperwork is complete before scanning or filing.
• Assist in maintaining warranty documentation and service records for audit purposes.
• Retrieve documents when requested by management, accounting, or service personnel.
• Ensure proper labeling and indexing of scanned documents within dealership systems.
• Maintain confidentiality and security of customer and dealership records.
• Assist the service department with basic administrative tasks when needed.
• Maintain a clean and organized filing and scanning workspace.
• Follow dealership policies regarding document retention and record management.
• Perform additional duties as assigned by management.

Skills

Attention to detail

Organization

Basic computer skills

Document management

Time management

Dependable

Administrative experience

Tools

Scanning equipment

Document management systems

Dealership software

Job description

The Sames Auto Group is seeking a detail‑oriented Service Clerk to support the Service Department by accurately scanning, filing, and maintaining service documentation and records. This role ensures repair orders, warranty paperwork, and related documents are organized and accessible in line with dealership policies.

You will help maintain compliance, assist with basic administrative tasks, and keep a clean, secure filing workspace while following retention guidelines and supporting service