Sales Coordinator, Car Dealership Accounting & Titling

Master's Transportation•Kansas City, MO

1d•Onsite

About The Position

The Sales Coordinator is responsible for accurately and promptly processing vehicle sales transactions from deal completion through billing, gross profit recognition, titling, and registration. The role is similar to an automotive title clerk or biller and requires knowledge of vehicle sales documentation, dealership billing, DMV requirements, Manufacturer Statements of Origin (MSOs), registrations, and inventory status. The coordinator works with Sales, Accounting, Operations, lenders, and customers to ensure transactions are complete, accurate, properly billed, and documented before deals are closed and gross profit is recognized. This is a 100% in-person position in a professional office setting at the company’s headquarters in South Kansas City, Missouri. The facility is described as a 40-acre, state-of-the-art, climate-controlled facility. The position has no supervisory responsibilities and no travel requirements. The company describes itself as a fast-growing transportation company that values excellence, integrity, a positive attitude, and solutions-oriented work. It emphasizes employee growth and advancement in a supportive work environment.

Requirements

High school diploma.
Associate degree or equivalent experience.
Proficiency in Microsoft Office products, particularly organizational tools.
Exceptional attention to detail and accuracy.
Strong understanding of vehicle deal flow from sale through billing and title.
Ability to identify errors before a transaction is closed.
Strong organizational and follow-up skills.
Ability to manage a high volume of transactions and competing priorities.
Strong sense of urgency and ownership.
Clear written and verbal communication.
Strong customer service skills.
Ability to research and independently resolve billing, title, registration, and documentation issues.
Ability to work effectively with Sales, Accounting, Operations, lenders, and customers.

Nice To Haves

At least 2 years of dealership billing, title processing, DMV, registration, vehicle sales administration, or dealership accounting experience.
Experience closing and billing vehicle deals.
Experience reviewing deal gross, vehicle cost, sales price, rebates, taxes, and fees.
Experience processing titles and registrations across multiple states.
Familiarity with MSOs, lien releases, floorplan lenders, and vehicle payoff documentation.
Commercial vehicle, fleet, bus, truck, or automotive dealership experience.
Experience with dealership management systems or vehicle inventory systems.

Responsibilities

Review and complete vehicle sales transactions before final billing and closing.
Verify sales price, cost, customer information, VIN, stock number, salesperson, trade information, rebates, fees, taxes, and supporting documentation.
Process and close vehicle deals accurately and promptly in the company system.
Ensure revenue, cost of sale, and gross profit are recognized accurately when company requirements are met.
Identify and resolve discrepancies that could affect billing, revenue recognition, gross profit, inventory, or customer documentation.
Prepare, review, and distribute sales documentation, including title packets, MSOs, temporary tags, registration documents, keys, and closing documents.
Process vehicle titles, registrations, transfers, and DMV documentation according to state requirements.
Maintain and track original titles, MSOs, lien releases, and other ownership documents.
Coordinate with lenders, customers, sales staff, accounting, and internal departments to resolve title, billing, registration, and documentation issues.
Track outstanding titles, MSOs, registrations, lien releases, funding items, and deal documentation through completion.
Maintain accurate unit and inventory status in company systems.
Confirm sold units are removed from inventory and accurately reflected in accounting records.
Assist with vehicle billing and ensure deal documents agree with system entries.
Process temporary permits and tags as applicable.
Complete required Notices of Sale and other state or municipal filings by established deadlines.
Process applicable manufacturer rebates and maintain supporting documentation.
Maintain organized electronic and physical deal jackets, title files, and supporting documentation.
Assist with month-end close by ensuring completed sales are billed and recorded in the correct accounting period.
Support accounting with reconciliation of vehicle sales, inventory, cost of sales, gross profit, and outstanding deal documentation.