Wholesale Title Clerk/Contract Clerk

Wholesale Title Clerk/Contract Clerk

Position Summary
We are seeking a detail-oriented and organized Wholesale Title Clerk/Contract Clerk to manage the processes associated with vehicle title transfers, wholesale transactions, trade-ins, and dealership sales. The ideal candidate will have experience handling high-volume deal and title processing, maintaining compliance with state regulations, and working closely with sales, finance, and accounting teams to ensure timely and accurate vehicle transactions.

Key Responsibilities
Title Processing
•    Process title work for wholesale, dealer-to-dealer, auction, and retail vehicle transactions.
•    Ensure all title documents are complete, accurate, and compliant with state and federal regulations.
•    Track and follow up on outstanding titles and title corrections.

Lien Releases & Payoffs
•    Contact financial institutions to verify payoff amounts and payment status.
•    Process payoffs for trade-in vehicles.
•    Obtain and secure lien releases in a timely manner.
•    Resolve title and lien discrepancies as needed.

Deal Processing & Accounting Support
•    Review new and used vehicle sales deals for completeness and accuracy.
•    Post vehicle sales and related transactions into the accounting system.
•    Verify vehicle information, purchase prices, trade allowances, and customer information.
•    Assist with dealership accounting functions related to vehicle sales and inventory.

Reporting & Record Keeping
•    Reconcile related schedules on a weekly basis.
•    Prepare monthly reports regarding outstanding titles, missing title documentation, and uncollected wholesale funds.
•    Organize and securely maintain all sales, wholesale, tax, and legal transfer documentation.
•    Ensure proper filing and retention of records in accordance with company policies.

Collaboration & Customer Service   

 Work closely with sales personnel, finance managers, accounting staff, wholesalers, auctions, and other dealerships.
•    Communicate proactively to resolve contract, payoff, or title issues and expedite processing.
•    Provide updates on title status and outstanding documentation to wholesalers and auctions as needed.

Qualifications
•    High school diploma or equivalent required.
•    1–3 years of automotive dealership, title office, or motor vehicle administration experience required.
•    Experience processing high-volume wholesale and retail vehicle titles preferred.
•    Knowledge of state title regulations, registration procedures, and lien release processes.
•    Familiarity with dealership management and accounting systems.

Skills & Competencies
•    Exceptional attention to detail and accuracy.
•    Strong organizational and time-management skills.
•    Ability to manage multiple priorities and deadlines in a fast-paced environment.
•    Proficiency in reviewing legal names, VINs, mileage disclosures, purchase prices, and supporting documentation.
•    Strong communication and problem-solving abilities.
•    Proficient with Microsoft Office and dealership software systems.

Physical Requirements
•    Ability to sit for extended periods while working on a computer.
•    Ability to occasionally lift and carry files and office materials up to 20 pounds.