Title and Registration Specialist/ Business Office specialist

About the role

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.

Key Responsibilities

• Title Processing & Compliance
• Review incoming titles for accuracy, lien releases, odometer disclosures, and jurisdictional compliance before retail delivery.
• Prepare and submit title applications to the appropriate state DMV or third-party processing agency for each completed sale.
• Cook up lien releases with lenders, ensure payoff letters are received and applied, and confirm clean title prior to customer delivery.
• Manage requests for duplicate or corrected titles, ensuring timely resolution and accurate recordkeeping.
• Maintain current working knowledge of title and registration rules across all active states, including CA, WA, and any expansion markets.
• Registration & DMV Coordination
• Complete registration paperwork and submissions for retail customers in multiple states, including temporary operating permits where applicable.
• Serve as the primary point of contact for DMV inquiries, rejections, and resubmissions. Resolve errors quickly to protect funding timelines.
• Issue temporary permits accurately and manage timely fulfillment of permanent plates and registration documents to customers.
• Support customers with state-specific EV registration incentive documentation (e.g., HOV sticker eligibility, clean vehicle rebate forms) where applicable.
• Documentation & Deal Integrity
• Review completed deal jackets to verify all required title and registration documents are present, signed, and properly executed prior to submission.
• Ensure all federal and state odometer disclosure requirements are met on every transaction.
• Maintain accurate, organized records of all title and registration transactions in the DMS. Log submission dates, status updates, and completion milestones.
• Confirm back-end product documentation is properly executed and filed alongside title paperwork where required.
• Customer & Internal Communication
• Proactively communicate title and registration status to customers post-delivery, including expected timelines for plates and registration documents.
• Flag title issues, missing documents, or DMV holds to the relevant Finance Manager or Operations lead immediately to avoid deal funding delays.
• Collaborate with Finance, Sales, Purchasing, and Logistics teams to ensure title handoff is seamless and deal timelines are met.
• Acquisition Channel Title Management
• In addition to retail title responsibilities, this role owns title intake and processing for all inbound acquisition channels. Each channel carries distinct documentation, timing, and compliance requirements.
• Trade-Ins
• Collect and verify customer trade-in titles at point of transaction, confirming ownership, lien status, and title accuracy.
• 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.
• Execute proper title reassignment from the previous owner to Ever in accordance with state requirements, including odometer disclosure and any applicable Bill of Sale.
• Ensure all trade-in paperwork — including signed title, odometer statement, condition acknowledgment, and customer ID verification — is complete and filed in the deal jacket.
• Customer Direct Purchases (Customer Sales)
• Manage title transfer documentation for vehicles purchased directly from private sellers. Confirm chain of ownership is intact and all required signatures are obtained.
• Prepare and execute Bills of Sale for direct purchase transactions in accordance with state-specific requirements.
• Conduct or coordinate lien searches on directly purchased vehicles, and manage payoff and lien release prior to resale.
• 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 & Partner Sales
• 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.
• Maintain a complete documentation package for each vendor/partner transaction, including signed purchase agreement, title, and any applicable reassignment forms.
• Track payment disbursement against title receipt for vendor transactions. Flag any mismatches or delays to Purchasing and Finance immediately.
• Input and verify VIN, title number, state of title, and ownership data into the DMS upon receipt of vendor titles. Ensure the system record matches the physical title on file.
• Auction Purchases
• 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.
• Coordinate with Finance to ensure title receipt aligns with floor plan funding timelines.
• Maintain documentation for any vehicle subject to arbitration or title dispute through an auction channel. Work with the Purchasing team to resolve title discrepancies.
• Reconcile auction purchase payments against title receipts. Log any title delays, missing documents, or outstanding balances and escalate per established thresholds.
• 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.

Qualifications & Experience

• 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.

Compensation & Benefits

Based out of San Francisco and expanding nationwide, we are backed by leading investors and led by former tech & automotive professionals from Uber, Tesla, Rivian, Lithia, Penske, Carvana, Lyft, Meta, J.P. Morgan, BCG, and more. After our recently completed Series A financing, we have raised $100M in total equity and debt funding. We are growing rapidly and actively recruiting exceptional talent to join our mission of building the next-generation auto retail platform. Learn more about us at evercars.com.

Location

San Francisco, CA

Compensation

$60k–$75k annual base

Benefits

Full benefits, 401k, PTO and sick time