Contract/Wholesale Clerk

Job Description

Job Description

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.

Hours: Monday- Friday 8-5pm