Document Control & Licensing Coordinator (Hybrid)

The specific pay rate and level will depend on the successful candidate’s qualifications, prior experience and location. “A Day in the Life”The Document Coordinator helps keep the company’s rental assets compliant with state licensing and regulatory requirements, supports new vendor setup in the accounts payable vendor management module, and receives assets into the inventory module.“What You’ll Do”Registers new rental equipment acquisitions with state agenciesReleases title for rental equipment that is sold to customersEnsures rental equipment that requires annual registration occurs timely and accuratelyReviews the supporting documentation for new equipment acquisitions for completeness and accuracyProcesses new business license applications and renewalsResearch requirements for licenses when entering a new jurisdictionCreates new vendor or updates existing vendor information in the vendor management module of EBS.Assigns a tag number and adds the asset into the system once notified by the Operations Team that the asset has been physically received in the Inventory Center or yard.Research and evaluate inventory discrepanciesInteracts with internal business partners and government agenciesPerform filing and other duties as assignedHandle high volume of paperwork in an organized mannerProvides high level of customer service to internal and external customersPerforms other duties as assigned“Must Haves”Self-motivated, highly organized and ability to manage time independentlyProvides excellent service to internal customersAbility to solve problems and establish relationships with external agenciesAbility to work in a fast paced team oriented environment2+years – experience in accounts payable with general ledger accounting experiencePrevious DMV or other government agency experience helpfulExperience with accounts payable system/computer skills (Mark View and Oracle preferred)Attention to detail, accuracy, strong organizational skills and desire for continuous improvementAbility to research complex matters in multiple systems and analyze for appropriate solutionsA positive and professional attitudePossess excellent communications skills and be able to navigate diverse government bureaucracies.Proficient in Microsoft ExcelWork arrangements, including hybrid/remote schedules, are subject to change based on business needs, operational requirements, and company policy. Candidates must live within commuting distance of our Livermore, CA office.Flexibility & Evolving ResponsibilitiesThis job posting is intended to convey the general nature and level of work expected in the role. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. Responsibilities may evolve over time, and team members may be asked to take on additional tasks or adjust their focus in response to changing business needs—sometimes with or without prior notice. This flexibility is a valued part of our culture and supports our commitment to collaboration, agility, and shared success.Equal Employment Opportunity & Hiring RequirementsPre-employment screenings are conducted after a conditional offer of employment is extended, in accordance with fair hiring laws. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, on the basis of disability and any other legally protected status. We are interested in every qualified candidate who is legally authorized to work in the United States on a permanent basis. At this time, we do not sponsor employment visas or provide immigration sponsorship now or in the future. Our company uses E-Verify to confirm employment eligibility.AI Use in Our Interview ProcessYou are welcome to use AI tools to prepare in advance for our interview process. During interviews, however, candidates should respond based on their own knowledge, experience, and perspective without real-time assistance from AI or another person. This helps us have an authentic conversation and evaluate candidates consistently. If you need a reasonable accommodation to participate in the interview process, please let us know. #MGRC