CarBucks Document Support Specialist I

Job Description

Job Description

SUMMARY:

We are seeking a detail-oriented and organized professional to join our team as a Document Support Specialist. In this role, you will support the organization by managing vehicle titles and related documentation, ensuring records are accurate, secure, and processed efficiently.

This position is ideal for someone who enjoys structured processes, maintaining accuracy, and supporting both internal teams and customers while delivering an excellent customer experience.

ESSENTIAL FUNCTIONS:

Document & Record Management

• Sort, review, and file vehicle titles and supporting documents.
• Verify VIN numbers, dealer information, and ownership records.
• Maintain organized filing systems for easy retrieval.
• Update tracking systems and spreadsheets.

Title Processing & Shipping

• Match titles with supporting documents.
• Prepare titles for shipment (FedEx, U.S. Mail).
• Pull and package titles for delivery.
• Track outgoing shipments.

Quality Control & Auditing

• Perform audits to ensure accuracy and completeness.
• Identify and resolve discrepancies.
• Follow verification procedures for security.
• Maintain compliance with policies and regulations.

Customer & Team Support

• Provide excellent customer service.
• Respond to inquiries from dealers and internal teams.
• Communicate clearly via phone and email.
• Collaborate and escalate issues when needed.

General

• Complete annual compliance courses.
• Adheres specifically to all corporate policies and procedures. Also adheres to Federal and State regulations and laws: including, the Bank Secrecy Act and the Anti-Money Laundering Act.
• Adheres to all levels of our Service Excellence standards.
• Performs other duties as required.

GENERAL QUALIFICATIONS:

Knowledge & Experience : These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this position. Individual abilities may result in some deviation from these guidelines.

• High School Diploma and 12-months experience in an office environment and/or customer service. Financial industry or title processing experience preferred but not required.
• Demonstrated fluency in Spanish and English a plus but not required
• Strong Attention to detail.
• Must possess exceptional organizational skills, the ability to prioritize, be detail-oriented and take initiative.
• Ability to perform accurate work in a fast-paced environment.
• Thorough working knowledge of office practices and procedures. Ability to operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Must be computer proficient with Microsoft application skills, including Excel.
• Ability to classify documents and file for future retrieval.
• Ability to maintain the highest level of confidentiality.
• Excellent listening and verbal and written communication skills and the ability to interact professionally in a collaborative environment with a diverse group of internal and external contacts.
• Ability to comprehend and adhere to operational controls, including compliance to all required policies and all Federal and State banking regulations, including compliance to the Bank Secrecy Act/Anti Money Laundering (BSA/AML) and Office of Foreign Asset Control (OFAC) and USA PATRIOT Act programs.

Physical Demands/Work Environment: Vision, hearing, speech, dexterity, visual concentration. A valid driver’s license is required. Must have the ability to stand, walk, sit and use hands and fingers. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled. The environment is a professional office with standard office equipment.

Cognitive Requirements: Learning, thinking, concentration, ability to exercise self-control, ability to work in a customer relations’ environment. Must be able to pay close attention to detail and be able to work as a member of a team. Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations’ situations. Must have the ability to exercise discretion as well as appropriate judgments when necessary.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.