Fleet Support Specialist

Apex Service Partners • Tampa, FL

2d • Onsite

About The Position

The Fleet Support Specialist manages the company's vehicle and equipment title portfolio, including title transfers, lien releases, and Limited Power of Attorney (LPOA) documentation. The role supports transactions connected with mergers, acquisitions, and divestitures, and serves as the primary steward of fleet data integrity in the fleet management system (FMS). It also oversees administrative functions related to USDOT compliance and reporting that supports fleet operations, finance, safety, and executive stakeholders.

The position coordinates with internal stakeholders and external parties on titling matters, maintains audit-ready records, supports regulatory filings and audits, and generates reports on title status, liens, fleet inventory, compliance, and data quality. It is primarily office-based in Dallas, Texas, or Tampa, Florida, with occasional travel and additional hours potentially required.

Requirements

• High school diploma or GED.
• 3–5+ years of experience in vehicle title and registration processing, fleet administration, or a related field.
• Strong working knowledge of state-specific vehicle titling, registration, and lien laws.
• Proficiency with fleet management systems and Microsoft Office/Excel.
• High attention to detail and strong organizational skills, including the ability to manage high volumes of documents and deadlines.
• Excellent written and verbal communication skills for interacting with agencies, lenders, dealers, and internal stakeholders.
• Strong analytical and problem-solving skills, particularly in resolving title discrepancies and data inconsistencies.
• Ability to work independently, prioritize competing tasks, and exercise sound judgment in ambiguous situations.
• Ability to maintain confidentiality of sensitive financial and legal documentation.

Nice To Haves

• Associate's or Bachelor's degree in Business Administration, Logistics, or a related field.
• Prior experience in a lead or supervisory capacity for Manager/Lead level.
• Experience preparing LPOAs, processing lien releases, and handling multi-state title transactions.
• Experience supporting M&A due diligence or fleet asset title transfers.
• Familiarity with USDOT/FMCSA compliance requirements, including USDOT numbers, MCS-150 filings, IRP, and IFTA.
• Experience with systems such as Fleetio, Element, Wheels, Donlen, or Samsara.
• Demonstrated ability to lead, train, and review the work of others for Manager/Lead level.
• Valid driver's license with an acceptable driving record may be required.
• Notary Public certification, or willingness to obtain it.

Responsibilities

• Manage the lifecycle of vehicle and equipment titles, including acquisitions, transfers, and lien releases.
• Draft, review, and execute LPOA documents for title transactions, lien releases, and registration activities.
• Coordinate with lienholders, lenders, and finance partners to request, track, and confirm lien releases.
• Support title due diligence and transfer documentation for mergers, acquisitions, and divestitures across multiple states and jurisdictions.
• Prepare, review, and submit title and registration documents to state DMVs and other agencies in accordance with applicable requirements.
• Verify VINs, ownership history, lien status, and title accuracy; research and resolve title discrepancies and documentation exceptions.
• Maintain organized, audit-ready title and lien records, including electronic lien and title documentation where applicable.
• Serve as a subject matter expert on titling regulations and address or escalate complex title issues.
• Liaise with internal teams and external parties on title-related matters.
• Track title status throughout the fleet lifecycle and flag aging or at-risk items.
• Maintain USDOT numbers, MC numbers, and related registrations for vehicles and operating entities.
• Support preparation, submission, and renewal of USDOT registrations, MCS-150 biennial updates, and other regulatory filings.
• Maintain vehicle qualification files, IRP and IFTA documentation, and other applicable compliance records.
• Coordinate with safety, compliance, and legal teams to align fleet documentation with FMCSA and other regulatory requirements.
• Monitor regulatory changes and recommend process updates.
• Assist with audit preparation and respond to regulatory information requests.
• Own FMS data integrity for title- and lender-related vehicle, equipment, and asset records.
• Audit and reconcile fleet inventory data against physical assets, title and insurance records, and financial or asset management systems.
• Investigate and correct data anomalies, duplicate records, and inconsistencies in the FMS.
• Validate data during system upgrades, integrations, and migrations.
• Generate recurring and ad hoc reports on title status, lien releases, fleet inventory, USDOT compliance, and data quality.
• Develop leadership dashboards and summary reports on title and lien aging, open actions, and fleet composition.
• Analyze fleet data for trends, risks, and process improvement opportunities.
• Support finance, accounting, and asset management reporting needs for audits, tax filings, and asset reconciliation.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED