Automotive Admin Scanner

HOEHN MASTER•Carlsbad, CA

10d•$18 - $18•Onsite

About The Position

The Full-Time Floater Scan Clerk is responsible for preparing, scanning, and organizing repair orders in accordance with dealership and manufacturer guidelines. The Full-Time Floater Scan Clerk will also serve as a backup Receptionist where they will greet customers as they call in and enter the showroom, answers basic inquiries, and directs them to the appropriate party. This role involves scanning and indexing a high volume of automotive dealership documents with exceptional accuracy, including repair orders and counter tickets. The position also requires running scanning reports, exporting data to Excel, and researching or resolving discrepancies. Additionally, the Scan Clerk will file and maintain documents related to the parts and service departments, maintain two dealership file rooms with strong attention to organization, compliance, and accuracy, and assist with data purging and document retention processes. Administrative support will be provided to the Business Manager and Office Manager, and assistance will be given to various dealership departments as needed, including sales, parts, service, and accounting. The role also includes performing additional duties assigned to support daily dealership operations.

Requirements

Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's.
Ability to perform these operations using units of American money and weight measurement, volume, and distance.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
Ability to deal with problems involving a few concrete variables in standardized situations.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
The employee must on occasion lift and/or move up to 10 pounds.
Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus.
While performing the duties of this Job, the employee is regularly required to talk or hear.
The employee is frequently required to stand; sit; use hands to finger, handle, or feel and reach with hands and arms.
The employee is occasionally required to walk.

Nice To Haves

No prior experience or training.
Less than high school education; or up to one month related experience or training; or equivalent combination of education and experience.
High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

Responsibilities

Prepares repair orders by removing staples, taping stray documents, and putting documents in the correct order.
Scans documents into CDK and carefully reviews the scanned documents to ensure all pages were loaded and legible before saving.
Shreds or boxes scanned documents in accordance with dealership and manufacturer guidelines.
Searches for repair orders as requested by the Service Manager.
Works with the Service Manager to monitor the scanning process and volume.
Files and purges repair orders in accordance with dealership and manufacturer guidelines.
Keeps all customer information in a secured area.
Serves as telephone backup.
Answers and directs incoming phone calls.
Greets showroom customers and determines the nature of their visit.
Answers basic customer inquiries.
Refers more extensive inquiries to the appropriate person.
Directs customers to the correct department, notifies the appropriate employee that a customer is waiting, or introduces the customer to an employee.
Takes and relays messages to the appropriate party.
Maintains professional appearance.
Scan and index a high volume of automotive dealership documents with exceptional accuracy, including repair orders, counter tickets.
Run scanning reports, export data to Excel, and research or resolve discrepancies.
File and maintain documents related to the parts and service departments.
Maintain two dealership file rooms with strong attention to organization, compliance, and accuracy.
Assist with data purging and document retention processes in accordance with dealership and manufacturer guidelines.
Provide administrative support to the Business Manager and Office Manager.
Assist various dealership departments as needed, including sales, parts, service, and accounting.
Perform additional duties assigned to support daily dealership operations.