Administrative Operations Specialist

PLS•Indianapolis, IN

5d•Onsite

About The Position

The Administrative Operations Specialist supports dealership operations by processing vehicle titles and insurance claims, verifying customer documents and records, and performing business-office functions. Working with management, sales, collections, insurance providers, customers, and business partners, this office-based role helps keep administrative processes organized, compliant, and efficient while supporting a positive customer experience. Success requires managing multiple responsibilities with accuracy and close attention to detail. The role handles vehicle title and registration paperwork, insurance claims administration, underwriting support, and general operational and administrative tasks. It maintains accurate records, follows up on outstanding documents and deadlines, resolves documentation issues, and protects confidential customer, financial, insurance, and dealership information. The position may also support special projects and other business-office functions as needed. PLS Auto is a buy-here-pay-here dealership offering vehicle purchasing, financing, servicing, and maintenance on-site. Its mission is to provide customers with an affordable vehicle and a better car-buying experience.

Requirements

High school diploma or equivalent required.
Strong attention to detail, organization, and accuracy, with the ability to manage multiple priorities and deadlines effectively.
Strong written and verbal communication and customer service skills.
Proficiency with Microsoft Office and computer-based business systems.
Ability to work independently and collaborate effectively with others.
Strong problem-solving and follow-up skills.
Ability to handle confidential information professionally.
Team player with a positive, solution-oriented attitude.

Nice To Haves

Additional education or relevant experience.
Previous dealership, automotive, title, insurance, lending, finance, or administrative experience.

Responsibilities

Process and maintain vehicle title and registration paperwork.
Prepare, review, and submit title documents to appropriate state agencies.
Monitor title status, follow up on outstanding items, maintain accurate records, and resolve title discrepancies or filing issues.
Assist with out-of-state title and registration requirements as needed.
Administer insurance claims related to dealership vehicles and customer accounts.
Communicate with insurance companies, adjusters, customers, and internal teams about claim activity.
Gather required claim documentation, photographs, estimates, and supporting information.
Track claims from initial filing through resolution; follow up on outstanding claims, payments, and required documentation.
Provide administrative support for underwriting, including reviewing customer and deal files for completeness and accuracy.
Assist with verification and follow-up requests related to underwriting decisions.
Maintain organized underwriting files and ensure required materials are received on time.
Communicate with internal teams, outside parties, and customers to resolve documentation issues.
Manage electronic and paper records to ensure accuracy and compliance.
Answer phones and update or verify customer information in dealership systems and databases.
Assist with customer account documentation, correspondence, filing, and reporting.
Monitor deadlines and follow up on outstanding administrative items.
Partner with management on special projects and operational initiatives.
Maintain confidentiality of customer, financial, insurance, and dealership information.
Identify administrative issues and recommend ways to improve efficiency and accuracy.
Provide backup support for other business-office functions as needed.
Perform other duties as assigned.