Vehicle Licensing Specialist

Company Description EMKAY Fleet Management, founded in 1946, is North America's oldest privately held fleet management company. EMKAY provides vehicle financing, leasing, and full-service fleet solutions across the US, Canada, Mexico, and the Caribbean. Its services include maintenance, fuel and accident management, telematics, license and title services, and proactive consulting. The organization focuses on delivering reliable, comprehensive support to clients managing diverse vehicle fleets. Team members join a stable, established company with a long-standing presence in the fleet management industry.

Careers Page:

Base Salary: $55k (annual salary)

Role Description We are seeking a motivated and detail-oriented Vehicle Licensing Specialist to join our dynamic team. In this role, you will be responsible for managing the licensing and registration processes for our fleet vehicles, ensuring compliance with all relevant regulations. Your proactive approach will help streamline vehicle documentation workflows, support fleet operations, and maintain our reputation for excellence in vehicle management. Provides day-to-day administrative support to the Vehicle Licensing Services (VLS) department. This role assists the team with data entry, document handling, correspondence, and general office tasks to help ensure the smooth processing of vehicle registrations, titles, and state changes on behalf of EMKAY's fleet clients.

Essential Duties and Responsibilities

• Assists with the processing of state changes by entering data and routing documentation per department procedures.
• Performs data entry to support the maintenance of registration and title records within fleet management and titling systems.
• Receives, reviews, and scans incoming titles and forwards them to the appropriate Team Lead for handling.
• Sorts and distributes the department's daily mail and reports to the appropriate team members.
• Assists with the preparation and distribution of checks for services and client reimbursements, ensuring proper supporting documentation is included.
• Supports the team in responding to routine inquiries from internal staff and external clients related to vehicle registrations, titles, violations, state changes, initial registrations, and taxes.
• Assists with follow-up on state changes that are out for processing, in alignment with the VLS department calendar.
• Provides support for the preparation and distribution of monthly registration letters and recurring department reports.
• Notifies management when departmental forms or supplies need to be replenished.
• Follows all VLS department standards, workflows, and compliance guidelines as directed.
• Participates in team and department meetings as scheduled.
• Handles incoming phone and email inquiries in a professional and courteous manner, directing questions to the appropriate team member when needed.
• Works cooperatively with other EMKAY departments to support information and service requests, applying the same responsiveness extended to external clients.
• Cross-trains to provide backup coverage for other VLS team members as directed, and assists in training peers on assigned tasks.
• Operates standard office and digital tools including scanning equipment, electronic document management systems, and multifunction devices.
• Assists with incoming and outgoing correspondence, including routing, copying, and preparing materials for distribution.
• Supports special projects and completes additional tasks as assigned by the department supervisor or team lead.
• Ensures all communications are consistent with EMKAY's brand and communication standards.

Qualifications

• Previous experience in vehicle licensing, registration, or fleet management is preferred.
• Strong attention to detail and organizational skills.
• Ability to handle a high volume of routine tasks accurately and efficiently.
• Comfortable working in a structured, process-driven environment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook); familiarity with fleet management or titling/registration systems a plus.
• Comfortable using digital document management tools and scanning equipment.
• Familiarity with vehicle registration, titling, or DMV-related processes preferred but not required.
• Reliable, punctual, and able to work effectively with minimal supervision.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Experience:

• Automotive, fleet leasing, or vehicle licensing: 1 year (Preferred)

Work Location: In person

Join us as a Vehicle Licensing Specialist and play a vital role in keeping our fleet compliant, efficient, and ready to serve our clients' needs!