DEALERSHIP CASHIER / BDC / SCANNING COORDINATOR

Department: Service
Reports To: Service Director / Service Manager
Position Type: Full-Time
Location: Tony Serra Nissan Cullman

POSITION SUMMARY

The Dealership Cashier / BDC / Scanning Coordinator is responsible for providing excellent customer service at the service cashier window, accurately processing customer payments and repair orders, maintaining organized dealership documentation, and assisting the Service Department and BDC with customer communication and follow-up.

This position requires strong attention to detail, professionalism, organization, computer skills, and the ability to multitask in a fast-paced dealership environment.

PRIMARY RESPONSIBILITIES

CASHIER RESPONSIBILITIES

• Process customer payments by cash, credit card, debit card, check, and approved dealership payment methods.

• Verify repair orders, invoices, customer information, and payment amounts before completing transactions.

• Provide customers with receipts and completed repair order documentation.

• Maintain an accurate daily cash drawer.

• Reconcile the cash drawer at the end of each business day.

• Prepare daily cashier reports and turn in required paperwork and funds according to dealership procedures.

• Obtain required signatures and documentation.

• Handle customer questions regarding invoices and payment transactions professionally.

• Protect customer financial and personal information.

• Follow all dealership cash-handling and accounting procedures.

SCANNING / DOCUMENT CONTROL

• Scan completed repair orders and supporting documentation into the dealership's designated system.

• Ensure all required signatures, estimates, authorizations, invoices, and supporting documents are properly attached to the repair order.

• Verify scanned documents are legible and assigned to the correct repair order.

• Maintain organized electronic and physical records.

• Identify missing documentation and communicate with advisors or management to correct it.

• Assist with daily repair order filing and document retention.

• Maintain accuracy and confidentiality of dealership records.

BDC / CUSTOMER FOLLOW-UP

When cashier responsibilities are complete, assist the Service BDC and Service Department with customer communication and follow-up.

• Make outbound customer follow-up calls and send approved customer communications.

• Follow up on declined or deferred service opportunities.

• Contact customers regarding maintenance recommendations and upcoming service needs.

• Assist with appointment confirmation and reminder calls.

• Follow up with customers after service to ensure satisfaction.

• Assist with unsold appointment and missed appointment follow-up.

• Update customer contact information and notes in the dealership CRM.

• Document all customer contacts accurately.

• Schedule service appointments when authorized.

• Escalate customer concerns to the appropriate Service Advisor or Manager.

CUSTOMER SERVICE EXPECTATIONS

• Greet every customer promptly and professionally.

• Maintain a positive, helpful, and professional attitude.

• Protect the customer's time and provide accurate information.

• Never argue with a customer; escalate concerns appropriately.

• Maintain confidentiality of customer and dealership information.

• Represent the dealership professionally at all times.

PERFORMANCE EXPECTATIONS

The employee will be measured on:

• Cash drawer accuracy

• Payment processing accuracy

• Daily reconciliation

• Scanning accuracy and completion

• Repair order documentation

• Customer service

• BDC follow-up activity

• Appointment-setting performance

• Follow-up completion

• CRM accuracy

• Attendance and punctuality

• Teamwork and communication

DAILY PRIORITY

The position should follow this general priority:

1. Customers at the cashier window
2. Payment processing and repair order completion
3. Daily scanning and document control
4. BDC/customer follow-up
5. Additional Service Department administrative support

REQUIRED SKILLS

• Strong customer service skills

• Basic computer proficiency

• Accurate data entry

• Strong attention to detail

• Professional telephone skills

• Ability to handle cash and financial transactions

• Ability to multitask

• Strong organizational skills

• Ability to work independently and as part of a team

• Ability to maintain confidentiality

SUCCESS IN THIS POSITION

A successful employee will keep the cashier operation accurate and efficient, ensure repair orders are properly documented and scanned, and use available downtime to help the dealership generate additional service appointments and customer-pay business through BDC follow-up.