Title Operations Admin

Yendo•Dallas, TX

4d•Onsite

About The Position

We are seeking a highly organized, detail-oriented Administrative to join our Title Operations team. This role is primarily responsible for the administrative execution and coordination that supports title processing and title release—such as posting and tracking payments, managing mail and document intake, running DMV/bank/post office errands, verifying title documents, maintaining case queues, and keeping the office organized and supply-ready. The ideal candidate is dependable, customer-minded, and thrives in a fast-moving environment where accuracy, follow-through, and clear communication directly impact customer satisfaction and timely title resolution.

Requirements

Strong attention to detail and commitment to accuracy (especially with payments and document handling).
Excellent organization and time management; able to manage multiple priorities without losing track of details.
Clear, professional communication skills (phone, email, internal notes).
Comfort working with routine operational tasks (mail handling, scanning, filing, errands).
Proficiency with common office tools (email, spreadsheets, scanning) and CRM/case management systems.
Willingness to learn DMV-related requirements and adapt to changing processes.

Nice To Haves

Prior experience in title processing, funding, DMV documentation, or back-office operations.

Responsibilities

Post and reconcile payment checks accurately and on time to the appropriate accounts.
Maintain clear documentation for payment posting, check logs, and related case notes.
Support bank-related administrative tasks (e.g., deposits or other required banking errands) as assigned.
Retrieve and organize PO box mail daily, sorting and routing title-related items promptly.
Prepare and ship title packets and outbound documentation following required mailing standards.
Scan, upload, label, and file documents to ensure clean, searchable records.
Complete DMV, post office, and other operational errand runs as needed to support title processing and releases.
Track drop-offs, receipts, confirmations, and turnaround timelines for accountability and visibility.
Validate incoming titles and supporting documents for completeness and accuracy prior to processing.
Assist with administrative steps tied to lien placement, duplicate title requests, and rejected DMV submissions (follow-up, resubmission prep, documentation gathering).
Help coordinate state-to-state title transfers by assembling required paperwork and tracking next steps.
Manage inbound calls and voicemails for the Title Ops queue, routing issues appropriately and ensuring timely follow-up.
Create, update, and maintain cases in the CRM/case management system, including notes, task status, and document attachments.
Communicate with customers and third parties to request missing documentation or clarify discrepancies (as needed for resolution).
Own routine office organization: filing systems, scanning stations, mail areas, and shared workspaces.
Order and maintain supplies needed for daily operations (mailing supplies, labels, paper, toner, etc.).
Support team culture and coordination by assisting with team-building logistics and operational scheduling support as assigned.
Identify administrative blockers that could delay title release (missing docs, payment gaps, incorrect paperwork) and drive them to resolution.
Escalate complex or high-risk cases to leadership while maintaining ownership of follow-through.