Administrative Assistant - Title Department

Job Description

Job Description

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The Administrative Assistant in the Title Department provides essential support to the title and registration team by managing the high-volume documentation required for vehicle or property title processing. This role ensures all paperwork is accurate, compliant with state regulations, and processed within strict deadlines to facilitate seamless transfers and registrations.

Key Responsibilities

• Prepare, review, and submit title and registration applications

• Verify that all documents (Power of Attorney, Odometer Statements, Bills of Sale) are complete and accurate

• Accurately enter vehicle or property data into internal CRM and state-specific databases

• Maintain organized digital and physical filing systems for all title records

• Audit files for missing signatures, incorrect VINs, or missing notarizations

• Ensure all transactions adhere to state Department of Motor Vehicles (DMV) or industry-specific regulations

• Act as a point of contact for clients, dealerships, or government agencies regarding title status, missing information, or rejected applications

• Monitor and process payments for registration fees, sales tax, and title penalties. Ensure checks are cut and delivered to the appropriate agencies on time

Required Qualifications

• 1–2 years of administrative experience, preferably within a Title & Registration, Real Estate, or Automotive environment.

• Technical Skills: Proficiency in Microsoft Office Suite (Excel/Word) and experience using CRM or specialized title software.

• Exceptional accuracy in data entry and the ability to spot minute errors in legal documentation

• Familiarity with state-specific title laws and tax requirements is a plus

• Strong written and verbal skills for professional correspondence with government agencies and clients

• May require occasional travel to the local DMV or county tax office

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