Document Management Assistant (Remote)

Responsibilities

• Collect, organize, index, and maintain digital and physical dealership documents, including sales contracts, financing paperwork, vehicle registration documents, service records, HR files, and vendor records using consistent file naming conventions and metadata.
• Ensure all dealership documents are accurately labeled, categorized, and securely stored within document management systems such as Microsoft SharePoint, Google Drive, DocuWare, or similar platforms for quick retrieval.
• Review documents for accuracy, completeness, and compliance with dealership policies, manufacturer requirements, and applicable state and federal regulations.
• Maintain document version control, change tracking, audit trails, and access permissions while distributing updated documents to the appropriate departments.
• Perform document scanning, OCR processing, indexing, uploading, archiving, and quality assurance to ensure digital records are complete and searchable.
• Enter, update, and reconcile document information within dealership databases and document management systems while maintaining a high level of data accuracy.
• Aid with document retrieval requests, internal audits, compliance reviews, and administrative reporting to support dealership operations.
• Collaborate with the sales, finance, service, parts, human resources, and accounting departments to improve document control procedures and support efficient workflow processes.
• Support records retention schedules, document disposal procedures, and information governance practices in accordance with company policies.

Qualifications

• A high school diploma or equivalent required; an associate degree or certification in office administration, records management, or information management is preferred.
• One or more years of experience in document control, records management, administrative support, or dealership office administration preferred.
• Experience using document management systems such as Microsoft SharePoint, Google Drive, DocuWare, or comparable platforms.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook, along with experience using PDF editing tools, OCR software, and document scanning equipment.
• Strong attention to detail with excellent organizational skills and a commitment to maintaining accurate records.
• Ability to manage multiple priorities while following established document control procedures and naming conventions.
• Understanding of records retention, metadata management, indexing, version control, and document security best practices.
• Strong written and verbal communication skills with the ability to work independently and collaborate across multiple dealership departments.
• Preferred: Certified Records Manager (CRM) certification, records management training, or experience with workflow automation tools.

Benefits

• Competitive compensation
• Paid time off and company holidays
• Health, dental, and vision insurance (where applicable)
• 401(k) retirement plan with eligible company benefits
• Professional development and training opportunities
• Employee discounts on vehicles, service, and parts
• Supportive team environment with opportunities for career growth