Leasing Registration Administrator

Allegiance Truck Centers•Walpole, MA

About The Position

This role is responsible for a variety of administrative tasks related to fleet registration, tax compliance, DOT, and insurance. The administrator will handle title, registration, and permitting for new trucks and renewals, as well as data collection and reporting for IFTA, NYHUT, and CTHUT. They will also process excise and property tax bill payments, manage customer rebills, and collect and maintain insurance renewals and files. Additionally, the role involves handling inbound insurance claims and summons, and assisting with FMCSA/DOT updates and reporting. The position also includes contract management, new vehicle administration, and general administrative support, such as filing lease contracts, assisting with Schedule A and contract creation, processing purchase orders, and tracking vehicles. Telematics connection and customer assistance with telematics for tax reporting and GPS are also key responsibilities. The administrator will ensure various systems are connected for fleet reporting and assist customers with general reporting needs. Vehicle invoicing and financing tasks include collecting and distributing OEM invoices, creating dealer invoices for new truck financing, submitting invoices to the bank, and processing deals through Arcadium. The role also involves running and distributing weekly reports (Preventive Maintenance and Rental Utilization), collecting daily yard inventories, maintaining a customer master list, and managing trucks on specific portals.

Requirements

College courses in business administration, accounting, business systems required.
One to three years of related administrative experience.
Ability to be organized and handle multi-tasking activities with multiple locations.
Ability to work with remote administrators to coordinate activities throughout the organization.
Ability to utilize Excel, Word, and other Microsoft software at a proficient to expert level.
Self-motivated/self-driven.
Excellent communication skills and a team mentality are necessary for strong job performance.

Nice To Haves

A college degree is preferred.
Experience in a central office support environment (shared services) preferred.
Dealership experience, whether car, truck, motorcycle, etc. beneficial, but not required.

Responsibilities

Fleet Registration, Tax Compliance, DOT, and Insurance.
Title, registration, and permitting for new trucks and renewals.
IFTA, NYHUT, CTHUT data collection, and reporting.
Excise and property tax bill payment processing.
Customer rebills for all registration, fuel & mileage tax and excise tax bills.
Collect certificate of insurance renewals and maintain COI files.
Handle inbound insurance claims and summons.
Assist with FMCSA/ DOT updates and reporting.
File and maintain lease contracts for record keeping and bank audit.
Assist with Schedule A and Contract creation.
Create Procede PO's for ordered equipment.
Log and track vehicles on Order Board.
Telematics connection - Ensure N2 devices are connected with GeoTab for fleet reporting.
Assist customers with telematics connection for tax reporting and GPS.
Ensure International OCC, I360 are connected for each vehicle.
Run and distribute weekly Preventive Maintenance Report.
Run and distribute weekly Rental Utilization Reports.
Collect and file daily Yard Inventories.
Maintain Customer Master List.
Add, remove and manage trucks on the Idealease Portal and Proaction.
Assist customers with general reporting needs and questions.
Collect new truck and body/upfit OEM invoices and distribute for financing.
Create dealer invoices for new truck financing.
Submit invoices to bank to initiate financing.
Push deals through Arcadium to accounting to complete sales process.