Contract/Wholesale Clerk

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