Title and Registration Specialist/ Business Office specialist

Ever•San Francisco, CA

2d•$52,000 - $75,000•Remote

About The Position

As a Title & Registration Specialist at Ever, you will own the end-to-end title and registration process across both our retail and acquisition channels. This is a mid-level, operations-critical role that covers the full vehicle lifecycle — from the moment we acquire a unit (via trade-in, direct purchase, partner/vendor sale, or auction) through final title transfer and registration to the retail customer. You will ensure compliance, accuracy, and speed at every stage, across multiple markets and jurisdictions.

Requirements

3–5 years of title and registration experience in automotive retail, with direct exposure to both retail and acquisition-side title processing strongly preferred.
Demonstrated knowledge of multi-state title and registration processes, including California and Washington.
Experience managing title intake across multiple acquisition channels (trade-in, private purchase, auction, or fleet/remarketing) at meaningful volume.
Hands-on experience with a dealership management system (CDK, Reynolds & Reynolds, or equivalent).
Familiarity with auction title workflows and floor plan funding timelines.
Strong attention to detail and ability to manage high-volume, multi-channel transactions without errors.
Experience with payment reconciliation and cross-functional coordination between Finance, Purchasing, and Operations.
Effective written and verbal communication skills for both internal teams and direct customer interaction.
Ability to prioritize independently, manage competing deadlines across channels, and escalate appropriately.

Responsibilities

Title Examination: Review incoming titles for accuracy, lien releases, odometer disclosures, and jurisdictional compliance before retail delivery.
Title Submission: Prepare and submit title applications to the appropriate state DMV or third-party processing agency for each completed sale.
Lien & Payoff Management: Coordinate lien releases with lenders, ensure payoff letters are received and applied, and confirm clean title prior to customer delivery.
Duplicate & Corrected Titles: Manage requests for duplicate or corrected titles, ensuring timely resolution and accurate recordkeeping.
Jurisdictional Compliance: Maintain current working knowledge of title and registration rules across all active states, including CA, WA, and any expansion markets.
Registration Processing: Complete registration paperwork and submissions for retail customers in multiple states, including temporary operating permits where applicable.
DMV Liaison: Serve as the primary point of contact for DMV inquiries, rejections, and resubmissions. Resolve errors quickly to protect funding timelines.
Temp Tags & Plate Fulfillment: Issue temporary permits accurately and manage timely fulfillment of permanent plates and registration documents to customers.
EV Incentive Documentation: Support customers with state-specific EV registration incentive documentation (e.g., HOV sticker eligibility, clean vehicle rebate forms) where applicable.
Deal Jacket Audit: Review completed deal jackets to verify all required title and registration documents are present, signed, and properly executed prior to submission.
Odometer & Disclosure Forms: Ensure all federal and state odometer disclosure requirements are met on every transaction.
Digital Recordkeeping: Maintain accurate, organized records of all title and registration transactions in the DMS. Log submission dates, status updates, and completion milestones.
Warranty & Gap Documentation: Confirm back-end product documentation is properly executed and filed alongside title paperwork where required.
Customer Updates: Proactively communicate title and registration status to customers post-delivery, including expected timelines for plates and registration documents.
Internal Escalation: Flag title issues, missing documents, or DMV holds to the relevant Finance Manager or Operations lead immediately to avoid deal funding delays.
Cross-functional Coordination: Collaborate with Finance, Sales, Purchasing, and Logistics teams to ensure title handoff is seamless and deal timelines are met.
Title Receipt & Verification: Collect and verify customer trade-in titles at point of transaction, confirming ownership, lien status, and title accuracy.
Payoff Coordination: Work with Finance to confirm outstanding loan payoffs on trade vehicles. Track receipt of lien releases and ensure titles are cleared before the unit enters inventory.
Title Reassignment: Execute proper title reassignment from the previous owner to Ever in accordance with state requirements, including odometer disclosure and any applicable Bill of Sale.
Documentation Package: Ensure all trade-in paperwork — including signed title, odometer statement, condition acknowledgment, and customer ID verification — is complete and filed in the deal jacket.
Purchase Agreement & Title Transfer: Manage title transfer documentation for vehicles purchased directly from private sellers. Confirm chain of ownership is intact and all required signatures are obtained.
Bill of Sale Execution: Prepare and execute Bills of Sale for direct purchase transactions in accordance with state-specific requirements.
Lien Search & Clearance: Conduct or coordinate lien searches on directly purchased vehicles, and manage payoff and lien release prior to resale.
Payment Reconciliation — Customer Sales: Coordinate with Finance and Operations to confirm that purchase payment is disbursed to the seller only after title is received and verified. Log payment status against title receipt milestones.
Vendor Title Intake: Receive and process title documentation from fleet managers, OEM remarketing programs, and third-party vehicle sourcing partners. Verify titles are free and clear and match vehicle data on record.
Partner Documentation: Maintain a complete documentation package for each vendor/partner transaction, including signed purchase agreement, title, and any applicable reassignment forms.
Payment Reconciliation — Vendor/Partner: Track payment disbursement against title receipt for vendor transactions. Flag any mismatches or delays to Purchasing and Finance immediately.
Vehicle Data Input: Upon receipt of vendor titles, input and verify VIN, title number, state of title, and ownership data into the DMS. Ensure the system record matches the physical title on file.
Auction Title Intake: Receive, log, and process titles from Manheim, ADESA, OVE, and other auction platforms. Track expected title receipt dates against auction purchase records and flag any delays.
Floor Plan & Funding Coordination: Coordinate with Finance to ensure title receipt aligns with floor plan funding timelines.
Arbitration Documentation: Maintain documentation for any vehicle subject to arbitration or title dispute through an auction channel. Work with the Purchasing team to resolve title discrepancies.
Payment Reconciliation — Auction: Reconcile auction purchase payments against title receipts. Log any title delays, missing documents, or outstanding balances and escalate per established thresholds.
Vehicle Data Input — Auction: Input VIN, title state, auction run number, and condition report data into the DMS upon title receipt. Verify DMS record accuracy against the physical title before the unit is cleared for recon.