Title Clerk

Title Clerk

Position Summary

The Title Clerk is responsible for processing vehicle title, registration, lien, and related documentation accurately and on time. This role works closely with the sales, finance, accounting, and office teams to ensure every vehicle deal is properly funded, titled, registered, and compliant with state and lender requirements.

Essential Duties and Responsibilities

• Process vehicle title and registration paperwork for new, used, leased, wholesale, and dealer-trade transactions.


• Review deal jackets for completeness, accuracy, required signatures, proof of insurance, lienholder information, and supporting documents.


• Submit title, registration, plate, lien, and related paperwork to the appropriate state motor vehicle agency, online registration system, lender, or outside title service.


• Prepare and process title applications, reassignment forms, power of attorney forms, odometer statements, lien releases, duplicate title requests, and registration transfers.


• Verify payoff information and follow up on outstanding liens, title releases, missing titles, and title discrepancies.


• Maintain a title log and monitor the status of pending titles, registrations, plates, and title-related exceptions.


• Communicate with customers, lenders, insurance companies, auction companies, other dealerships, and state agencies regarding title and registration matters.


• Process incoming titles and ensure titles are properly assigned, stored, and filed.


• Assist with floorplan title releases and ensure titles are available when vehicles are sold or wholesaled.


• Maintain organized electronic and paper records in accordance with dealership policy and legal retention requirements.


• Reconcile title-related schedules, fees, and receivables as assigned.


• Identify and escalate missing paperwork, expired documents, title branding concerns, VIN discrepancies, and other compliance issues promptly.


• Support audits, DMV reviews, lender audits, and internal compliance requirements.


• Provide backup support for other office or accounting functions as needed.

Qualifications

• Strong attention to detail and ability to manage a high volume of paperwork accurately.


• Ability to prioritize deadlines and follow up consistently on outstanding items.


• Proficient with computer systems, email, spreadsheets, and dealership software.


• Strong communication and customer-service skills.


• Ability to handle confidential customer and financial information professionally.


• High school diploma or equivalent required.

Requirements

• Prior automotive title, registration, DMV, dealership accounting, or office experience.


• Knowledge of state title and registration requirements.


• Ability to sit, use a computer, and review documents for extended periods.


• Regular attendance and reliable transportation are required.

Reporting Structure

This position reports to the Controller or designated dealership management representative.

Performance Expectations

Success in this role is measured by accurate and timely title processing, minimal title exceptions, organized documentation, strong follow-up on outstanding items, compliance with state and lender requirements, and effective communication with internal departments and customers.