Title Documentation Coordinator

Model1 Commercial Vehicles, Inc. • Indianapolis, IN

1d • $26 - $32

About The Position

The Title Documentation Coordinator is responsible for managing the lifecycle of critical vehicle documentation throughout the organization. This role serves as the central point of coordination for Manufacturer's Statements of Origin (MSOs), certificates of origin, titles, lien releases, and other ownership documents to support timely funding, customer delivery, and vehicle registration.The Title Documentation Coordinator works cross-functionally with manufacturers, dealers, sales, accounting, finance, operations, and the DMV team to ensure documentation is received, tracked, secured, and distributed accurately, timely, and efficiently. The role is responsible for maintaining documentation integrity, resolving documentation issues, and supporting the development and continuous improvement of documentation processes across the company.

Requirements

• Associate's degree preferred; equivalent experience will be considered.
• Experience in vehicle documentation, titling, DMV operations, accounting support, dealership administration, or a related operational function is preferred.
• Experience working with commercial vehicles, dealerships, manufacturers, or fleet operations is preferred.
• Strong understanding of vehicle ownership documentation, including MSOs, titles, and registration requirements.
• Excellent organizational and document management skills.
• High attention to detail and accuracy.
• Strong analytical and problem-solving skills.
• Effective written and verbal communication skills.
• Proficiency with Microsoft Office applications and Procede Software (or familiarity with Dealer Management Systems).
• Ability to work collaboratively across multiple departments and external business partners.

Responsibilities

• Obtain and manage Manufacturer's Statements of Origin (MSOs), certificates of origin, titles, and other ownership documents from dealers and first and second-stage manufacturers.
• Coordinate with manufacturers to request vehicle documentation and resolve missing or delayed documentation.
• Obtain titles and ownership documents for used vehicle inventory.
• Review documentation for completeness and accuracy before distribution.
• Maintain secure control of original ownership documents and ensure proper storage and retention.
• Maintain an enterprise tracking system for all MSOs, titles, and related ownership documents.
• Monitor document status from vehicle acquisition through customer delivery.
• Ensure documentation is properly assigned and available to support funding and titling activities timely.
• Reconcile documentation inventory and resolve discrepancies, support floorplan inventory and finance audits.
• Maintain documentation records for vehicles located across multiple company locations.
• Partner with Accounting and Finance to ensure timely funding of vehicle purchases in consideration of the company’s master production schedule.
• Coordinate Operations and the DMV department to understand vehicle documentation needs to meet customer delivery timelines.
• Communicate and establish relationships with manufacturer and dealer partners to request vehicle documentation and resolve documentation issues affecting customer deliveries.
• Provide documentation status updates to internal stakeholders.
• Partner with the Model 1 Automotive Group to establish efficient and effective procedures for chassis invoicing and MSO releases.
• Ensure documentation processes comply with company policies and applicable regulatory requirements.
• Coordinate with banking partners in obtaining lien release records as required to obtain necessary vehicle documentation.
• Identify opportunities to improve documentation workflows, tracking, and reporting.
• Assist in developing standardized vehicle documentation procedures and controls.
• Prepare reports regarding documentation status, outstanding MSOs, and exceptions.
• Monitor key performance indicators related to document receipt and processing.
• Support internal audits and documentation reviews.

Benefits

• health insurance
• paid holidays
• vacation pay
• Continuous training and development opportunities
• Access to a nationwide network of industry experts and mentors
• Industry-leading technology and systems
• Opportunity to directly influence profitability, operational efficiency, and customer satisfaction

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree