• Document Controls/Records Management Specialist

    Insight Global (San Antonio, TX)


    Job Description

    Day-to-Day:

    Records & Documentation Support

     

    -Assist with organizing and maintaining digital and physical records related to vehicle title, registration, inspections, and maintenance.

     

    -Help ensure documents are properly categorized, stored, and accessible in the cloud-based records system.

     

    -Support document retention practices and follow established procedures.

     

    Fleet & Maintenance Data Entry

     

    -Enter and update mileage, fuel, and oil usage data for fleet vehicles.

     

    -Assist with tracking vehicle inventory and registration status.

     

    -Help maintain preventative maintenance logs and basic statistical data.

     

    Warranty & Incident Support

     

    -Collect warranty documentation and assist with processing claims.

     

    -Support monthly reporting of warranty activity and communicate with vendors as needed.

     

    -Help prepare accident-related documentation and invoices in coordination with other departments.

     

    Administrative & Compliance Assistance

     

    -Provide general clerical support to the Fleet and Facilities Division, including filing, scanning, and data entry.

     

    -Assist with documentation for compliance reporting (e.g., NTD, FTA, grants).

     

    -Help process invoices and reconcile basic discrepancies.

     

    We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to [email protected] learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

     

    Skills and Requirements

    Must Haves:

    High school diploma or GED plus 1 year of additional school/college or training course(s)

    Experience with Microsoft Suite (Excel, SharePoint, etc.)

    2+ years of experience within records management, administrative support, document controls, or data analysis Plusses:

    Experience with DocuWare for records management

     

    Experience using FleetWatch

     

    Experience within fleet and/or facilities maintenance