Service Document Scanning Specialist

Department:
Service

Schedule:

Tuesday-Thursday 4 pm-6 pm, Saturday 7 am- 6 pm, Sunday 11 am- 6 pmWage:$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 Web Docs 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 Web Docs 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.
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