Part-Time Document Management Specialist

2 months ago

Chattanooga, Tennessee, United States Toyota of Cleveland Full time

JOB DESCRIPTION
Objective:

The Document Management Specialist is tasked with the organization and filing of all financial documents in their designated locations. This role is crucial for maintaining an efficient workflow within the office environment.

As a part-time Administrative Associate, this individual will handle cash transactions from customers and staff for various products and services, ensuring accurate record-keeping of all transactions.

This position often represents the dealership's final point of contact with clients, necessitating a friendly and professional demeanor.

The Administrative Associate will also provide support to the accounting department as needed on specific tasks.

(Availability to work on Saturdays is required)

Key Responsibilities:

Document Management:

  • Organizing and filing documents
  • Digitizing repair orders through scanning
  • Knowledge of automotive dealership accounting is advantageous, as assistance in the office may be required

Cash Handling:

  • Accurately calculate customer bills using the dealership's software.
  • Process cash, checks, and credit card payments from customers, documenting the amounts on repair orders and/or service tickets.
  • Provide correct change and issue receipts to customers, ensuring all repair orders are signed at the time of payment.
  • Summarize and record totals from service tickets and repair orders, reconciling them with all cash, checks, and credit card payments at the end of the shift.
  • Direct customers with further inquiries (e.g., regarding their repair orders) to the appropriate service advisor or personnel.
  • Address customer complaints with professionalism and refer them to the appropriate team member for further assistance.
  • Maintain service files in a timely manner.
  • Execute additional tasks as assigned by management.
  • Adhere to all company safety protocols and promptly report any incidents to a supervisor.
  • Demonstrate the ability to read and understand instructions and information.
  • Possess basic proficiency with computers and office equipment (such as copiers, credit card machines, telephones, and adding machines) necessary for clerical and cashiering duties.
  • Maintain a professional appearance.
  • Exhibit strong interpersonal skills and a welcoming attitude towards customers at all times.
  • All candidates must be authorized to work in the USA.
  • All candidates must perform their duties safely.
  • All candidates must demonstrate the ability to pass pre-employment screenings, including background checks, MVR, drug tests, credit reports, and possess a valid driver's license.

Qualifications:

  • Self-motivated with the ability to prioritize tasks effectively and manage time.
  • Strong communication skills, both verbal and written.
  • High School Diploma or equivalent.
  • All candidates must be authorized to work in the USA.
  • All candidates must perform their duties safely.
  • All candidates must demonstrate the ability to pass pre-employment screenings, including background checks, MVR, drug tests, credit reports, and possess a valid driver's license.

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