Title Billing and Cancellation Clerk

Martin Automotive Group is seeking a Wholesale Title Billing Clerk and Product Cancellation Specialist to join our team at our El Montedealership. The Title Clerk processes all vehicle transactions. Verifies costs, including costs of reconditioning and equipment add-ons for the accounting department and prepares legal transfer documents for the county court clerk or DMV in accordance with state law. Processing and managing vehicle product cancellations, including extended warranties, service contracts, and other aftermarket products. This position ensures all cancellations are handled accurately, timely, and in accordance with company policies, dealership agreements, and state regulations. The ideal candidate will have excellent attention to detail, strong communication skills, and experience working in the automotive industry or a dealership environment.

Responsibilities:

• Finalize usage tax and title documents.
• Receive and process paperwork from the F&I department.
• Process all legal transfer documents to the county court clerk or DMV in accordance with state law.
• Send processed title and registration documents to customers.
• Must perfect liens in timely manner in accordance with federal and state law.
• Prepare payoff checks for new vehicles and trade-ins.
• Contact governmental offices to inspect vehicles with out-of-state titles.
• Maintain inventory log of new and used vehicles for stocking-in purposes.
• Copy and file all new vehicle invoices and freight bills.
• Report new car sales to the manufacturer.
• Maintain new and used vehicle sales transactions on log.
• Send finance contracts to banks on a daily basis.
• File customer jackets for new, used and wholesale vehicle sales.
• Submit factory incentive and rebate claims.
• Complete all training as directed by supervisor.
• Follow policies and procedures as set forth in Employee Handbook.
• Any other duties as assigned.
• Process product cancellations related to vehicle sales, including warranties, service contracts, GAP insurance, and maintenance plans.
• Review cancellation requests submitted by customers, dealerships, or third-party administrators for accuracy and completeness.
• Calculate prorated refunds based on contract terms and mileage.
• Input and update data in internal systems and dealer management software (e.g., CDK, Reynolds & Reynolds).
• Communicate with dealerships, finance companies, and customers to resolve discrepancies or obtain missing documentation.
• Ensure compliance with company policies, DMV regulations, and consumer protection laws.
• Prepare and distribute cancellation confirmation letters and refund checks.
• Maintain organized records of all transactions and correspondence.
• Assist with audits and reporting related to product cancellations.
• Provide support to the accounting or finance team as needed.

• High school diploma or equivalent
• One year general office experience
• Automotive or power sports experience preferred
• Previous title experience preferred

• Medical, Dental, Vision, Life Insurance
• 401k
• Paid Holidays
• Weekly Paychecks
• $27 per hour

Title Clerk, Clerk, Title, Titling, Automotive, EEO

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