Vehicle Documentation Specialist

Job Description

Job Description

We are looking for a Vehicle Documentation Specialist to join our team in Indianapolis, Indiana in an in-office Contract to permanent role. This position supports accurate vehicle title processing for lending partners while helping maintain service standards in a high-volume environment. The ideal candidate brings strong organizational skills, sound judgment, and the ability to manage multiple tasks while communicating effectively with both internal teams and customers. This position is on-site Monday-Friday.

Responsibilities:

• Process vehicle title documentation promptly and ensure liens are recorded correctly for the appropriate lending partners.

• Review loan packets and title-related records to confirm accuracy, completeness, and compliance before submission.

• Coordinate with internal production and support teams to resolve documentation issues and keep work moving within established timelines.

• Manage title review queues and prioritize assignments to meet productivity goals and service expectations.

• Research state-specific title regulations and apply filing requirements correctly when perfecting automotive liens.

• Record updates in the designated system according to company procedures while maintaining confidentiality of sensitive information.

• Identify discrepancies, risk indicators, or potential fraud concerns on accounts and escalate issues when needed.

• Deliver timely status updates and feedback to leadership regarding workflow challenges, quality concerns, and operational trends.

• Support process updates when titling forms, state requirements, or related procedures change.

• Provide attentive customer service when handling questions, escalations, or documentation-related concerns.

• High school diploma or equivalent required; additional college or technical education is a plus.
• At least 2 years of dealership experience required.
• At least 2 years of automotive title processing experience required.
• Ability to work effectively in a fast-paced setting while maintaining a high level of accuracy and attention to detail.
• Strong written, verbal, and listening skills with the ability to communicate clearly and professionally.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Demonstrated problem-solving and critical-thinking abilities, including handling escalated situations with professionalism.
• Previous experience in auto lending, financial services, quality assurance, banking, real estate processing, or related documentation environments is preferred.