Sales Coordinator - Car Dealership Accounting & Titling

Job Description

Job Description

This a 100% in-person role, in a professional office setting in South Kansas City, MO.

Why Join Our Team?

At Master's, we are in the business of moving people forward, not only in vehicles but also in their careers. We are a fast-growing, innovative transportation company seeking individuals who align with our company values of pursuing excellence, operating with high integrity, having a positive attitude, and being solutions oriented. In our recently expanded headquarters in Kansas City, our employees conduct their work in a 40-acre, state-of-the-art, climate-controlled facility. We take pride in how we conduct business, and our leadership team values and supports employee growth and advancement, fostering a positive work environment maximized on success. For people looking to build their skills, advance their careers, and grow in their professions, now is the perfect time to be a part of Master's Transportation.

Benefits:

• Generous Paid Leave and 12 Paid Holidays.
• Competitive health insurance, dental, vision, company-paid life insurance, and short/long- term disability benefits.
• 401(k) with company match.
• Flexible Spending and Health Savings Accounts.
• Discounts on travel, entertainment and more.
• Investment in Employee Development.

Sales Coordinator – Dealership Accounting and Titling.

Job Summary:

The Sales Coordinator is responsible for the accurate and timely processing of vehicle sales transactions from deal completion through billing, gross recognition, title, and registration. This role functions similarly to an automotive title clerk/biller and requires a strong understanding of vehicle sales documentation, dealership billing, DMV requirements, MSOs, registrations, and inventory status.

The position works closely with Sales, Accounting, Operations, lenders, and customers to ensure each transaction is complete, accurate, properly billed, and supported before the deal is closed and gross profit is recognized.

Essential Functions:

• Review and complete vehicle sales transactions prior to final billing and closing.
• Verify sales price, cost, customer information, VIN, stock number, salesperson, trade information, rebates, fees, taxes, and supporting documentation.
• Process and close vehicle deals in the company system accurately and timely.
• Ensure revenue, cost of sale, and gross profit are recognized accurately when the transaction meets company requirements.
• Identify and resolve discrepancies that could impact billing, revenue recognition, gross profit, inventory, or customer documentation.
• Prepare, review, and distribute sales documentation, including title packets, MSOs, temporary tags, registration documents, keys, and closing documents.
• Process vehicle titles, registrations, transfers, and DMV documentation in accordance with state requirements.
• Maintain and track original titles, Manufacturer Statements of Origin (MSOs), lien releases, and other ownership documents.
• Coordinate with lenders, customers, sales staff, accounting, and internal departments to resolve title, billing, registration, and documentation issues.
• Track outstanding titles, MSOs, registrations, lien releases, funding items, and deal documentation through completion.
• Maintain accurate unit and inventory status within company systems.
• Confirm that sold units are properly removed from inventory and reflected accurately in accounting records.
• Assist with vehicle billing and ensure deal documents agree to information entered into the system.
• Process temporary permits and tags as applicable.
• Complete required Notices of Sale and other state or municipal filings within established deadlines.
• Process applicable manufacturer rebates and maintain supporting documentation.
• Maintain organized electronic and physical deal jackets, title files, and supporting documentation.
• Assist with month-end close by ensuring completed sales are properly billed and recorded in the correct accounting period.
• Support accounting with reconciliation of vehicle sales, inventory, cost of sales, gross profit, and outstanding deal documentation.

Competencies:

• Exceptional attention to detail and accuracy.
• Strong understanding of vehicle deal flow from sale through billing and title.
• Ability to identify errors before a transaction is closed.
• Strong organizational and follow-up skills.
• Ability to manage a high volume of transactions and competing priorities.
• Strong sense of urgency and ownership.
• Clear written and verbal communication.
• Strong customer service skills.
• Ability to research and resolve billing, title, registration, and documentation issues independently.
• Ability to work effectively with Sales, Accounting, Operations, lenders, and customers.

Preferred Experience:

• 2+ years of dealership billing, title processing, DMV, registration, vehicle sales administration, or dealership accounting experience preferred.
• Experience closing and billing vehicle deals strongly preferred.
• Experience reviewing deal gross, vehicle cost, sales price, rebates, taxes, and fees preferred.
• Experience processing titles and registrations across multiple states preferred.
• Familiarity with MSOs, lien releases, floorplan lenders, and vehicle payoff documentation preferred.
• Commercial vehicle, fleet, bus, truck, or automotive dealership experience is a plus.
• Experience with dealership management systems or vehicle inventory systems preferred.

Supervisory Responsibilities: None.

Work Environment:  Office.

Physical Demands:

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.

Required Education/Experience/Certifications:

• High School Diploma.
• Associate degree or equivalent experience. 
• Proficiency in Microsoft Office products, particularly organizational tools.

Travel Requirements: None.

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

AAP/EEO Statement

Master’s Transportation is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation because of age, race, color, national origin, ancestry, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws. Master's Transportation is dedicated to the fulfillment of this policy regarding all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment. 

  .