Automotive DMV & Records Specialist
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Skills
About the role
Description
US Auto Trust is seeking an experienced Automotive DMV & Records Specialist to support our California dealerships. This position will be responsible for processing DMV title and registration transactions as well as coordinating customer and OEM records requests across the organization.
We are looking for someone who is highly organized, detail-oriented and comfortable independently managing a high volume of transactions and requests. The ideal candidate has prior California dealership DMV experience, understands the importance of accuracy and timely follow-up, and can work effectively with multiple dealership teams.
Key Responsibilities
DMV & Title Processing
- Process California DMV title and registration transactions for assigned dealerships.
- Review new, used and wholesale vehicle transactions for complete and accurate DMV documentation.
- Prepare and submit title, registration, transfer and related DMV paperwork.
- Track outstanding DMV transactions and follow up on missing documentation.
- Research and resolve DMV rejects, discrepancies, title issues and registration problems.
- Maintain accurate DMV and title records and supporting documentation.
- Coordinate with dealership accounting, sales, finance and management teams to resolve outstanding items.
- Assist with out-of-state title and registration transactions and third-party DMV processing providers when necessary.
- Maintain clear tracking of open DMV items and proactively escalate aging or unresolved issues.
Records Requests
- Monitor and manage requests received through US Auto Trust’s centralized records-request email.
- Process records requests from current or former customers, manufacturers/OEMs and other authorized parties.
- Determine the appropriate dealership, department and records needed to respond to each request.
- Retrieve and compile responsive documents from dealership systems and internal teams.
- Confirm requests are appropriately authorized before releasing records.
- Coordinate with dealership personnel when additional documents or information are required.
- Track records requests from receipt through completion and maintain organized documentation of requests and responses.
- Protect confidential customer and company information and follow applicable privacy and information-security requirements.
- Escalate unusual, legal, regulatory or sensitive requests to management when appropriate.
Requirements
Qualifications
- High school diploma or equivalent.
- Previous automotive dealership administrative experience.
- Working knowledge of California DMV title and registration processes.
- Strong attention to detail, organization and follow-through.
- Ability to prioritize and manage multiple transactions and requests simultaneously.
- Strong written and verbal communication skills.
- Ability to appropriately handle confidential customer and company information.
- Proficiency with Microsoft Outlook, Excel and electronic document-management/scanning tools.
- Ability to work independently while coordinating effectively with multiple dealership locations.
Preferred
- 2+ years of California automotive dealership DMV/title-processing experience.
- Experience supporting multiple dealerships or franchises.
- Familiarity with dealership management systems such as Reynolds & Reynolds or CDK.
- Experience managing customer records or document requests.
- Familiarity with dealership privacy and records-retention requirements.
- Experience with out-of-state title and registration transactions.