Job Details
Job Location
Headquarter Hyundai - Sanford, FL
Description
As the Document Specialist and Archivist (DSA), you are the Associate responsible to maintaining and retention of Headquarter's electronic and paper records. It is vital to every business organization to have accurate, quickly accessible records for daily reference, audits, achieving and purging.
Your responsibilities include proper, timely and accurate filing of records, both electronically and paper. At any time, the filing systems can convert from paper to electronic, electronic to paper or dual, which is the simultaneously filing and retention of records in both electronic and paper for Headquarter Hyundai.
Your filing responsibilities are the following, but not limited to and can change as Headquarter expands:
Filing of Accounts Payable (A/P) and may include; Matching printed checks to back up
Removing checks from backup
Mailing of checks to vendors with payable stub, if applicable
At the end of the business/calendar year moving the current files to the Achieve Room and setting up folders for the new year.
Filing of Trade packages
Filing of Manufactures' Statement of Origin (MSO) or Titles
Preparing and scanning of Repair Orders (RO) and Parts Invoices. Reviewing Alchemy for scanned RO's and parts invoices
Reviewing and correction Exception Report Warranty and Pre-Paid Service RO's after processing by Warranty Administrator will be scanned by DSA.
Scanning of Factory Invoices and credits
Scanning of completed deals Accurately filing of deal jackets by year.
Filing within deals after scanning to deal; Pre-Delivery Inspection (PDI) slips, refunds or any other documentation that is processed after scanning and filing.
Tracking deals pulled for and by Finance & Insurance (F & I) and Business Associates
Maintaining the rolling Archived File System, including; Moving files from Business Office as needed into the Archive Room
Updating of the Archive File Log, which is in a Word document but properly labeling boxes and logging onto file
Updating of the Archive File Log, every January recording the boxes purged. Coordinating calling the shredding company.
Assist, as needed, F & I Director and Accounting in filing of documentation for deals This could include shredding of discarded documents.
Maintaining the Dead Deal files from the Sales Desk.
Pulling records needed for third-party and in-house accounting audits.
Qualifications Adhere to the company's dress code policy
Excellent communication and organizational skills
Ability to work well in a team environment
Outstanding attention to detail with commitment to quality
Effective time management skills and ability to prioritize workload on daily, weekly and monthly basis
Job Benefits: We provide a positive, professional work environment with the best training in the industry. We believe in employee development through training and advancement from within. Our team members enjoy terrific benefits which include: Team Atmosphere
Medical/Dental/Vision Insurance
Paid Vacation after 1 year
401K
We are an Equal Opportunity Employer and a Drug & Tobacco-Free Workplace.
All applicants must be able to demonstrate the ability to pass pre-employment testing to include background checks, and drug screen.
