Vehicle Services Specialist

About the Job

We are seeking a highly organized and detail-oriented Vehicle Services Specialist to manage the end-to-end administration of our corporate vehicle and fleet lease program across the United States and selected affiliates.

Role Summary

The Vehicle Services Specialist is responsible for the daily administration and continuous improvement of the company car and fleet lease program. This role oversees vehicle procurement, registration, titling, leasing, maintenance compliance, expense management, budgeting support, and off-lease vehicle remarketing. The specialist serves as a subject matter expert on vehicle administration and DMV requirements while ensuring accurate reporting, operational efficiency, regulatory compliance, and cost-effective fleet management.

As a Vehicle Services Specialist, You Will:

• Company Car & Fleet Program Administration
• Coordinate vehicle assignments, deliveries, transfers, turn-ins, and replacements for eligible employees.
• Manage and maintain pool vehicle availability and readiness for new hires and temporary assignments.
• Oversee vehicle pickup, return, maintenance compliance, damage resolution, and lease termination processes.
• Registration, Titling & Licensing
• Manage vehicle registrations, title processing, and license plate issuance across multiple states.
• Prepare and process DMV documentation, including MSOs, powers of attorney, tax forms, title applications, and transfer paperwork.
• Coordinate license plate renewals and transfers to optimize costs.
• Maintain vehicle titles and manufacturer statements of origin (MSOs), ensuring complete and accurate documentation.
• Work directly with DMV offices, county agencies, dealerships, and third-party registration providers to resolve title and registration issues.
• Administer distributor plates, dealer licenses, and related compliance requirements.
• Lease Administration & Documentation
• Prepare, distribute, and track lease agreements and supporting documentation for employees and affiliates.
• Maintain accurate records of vehicle assignments, lease terms, commencements, terminations, and key milestones.
• Manage the Program Vehicle Tracking (PVT) system and other fleet management tools.
• Ensure all contracts, agreements, and records are properly maintained and compliant with company policies.
• Financial Management & Reporting
• Support development and monitoring of the annual company car budget, including fuel, maintenance, registration, and delivery expenses.
• Process invoices, check requests, DMV fees, taxes, maintenance expenses, and other fleet-related expenditures.
• Cook up approval workflows and ensure accurate coding and budget allocation.
• Monitor fleet expenses, analyze budget variances, and provide reporting and insights to Finance.
• Administer fuel cards, toll accounts, tickets, and related operational expenses.
• Audit and compliance reviews.
• Vehicle Maintenance & Compliance
• Monitor vehicle maintenance activity and ensure compliance with company standards.
• Track recalls and verify all required repairs are completed before vehicle turn-in or sale.
• Coordinate maintenance activities with employees, dealerships, and service providers.
• Ensure fleet vehicles remain safe, compliant, and operationally efficient.
• Off-Lease Vehicle Remarketing
• Evaluate and price returned vehicles using market data and valuation tools such as MMR (Manheim Market Report).
• Negotiate vehicle sales with dealerships and buyers within established guidelines to maximize return and profitability.
• Track sales performance, vehicle disposition timelines, and used vehicle margins.
• Prepare and distribute regular reports on auction performance, sales activity, and key fleet metrics.
• Partner with dealers, auctions, and affiliates to resolve issues affecting vehicle sales and profitability.
• Cross-Functional Collaboration & Process Improvement
• Partner with Finance, IT, Tax, Regional Administration, National Distribution, dealerships, and affiliate organizations to support fleet operations.
• Collaborate with IT on company car websites, intranet resources, and digital tools.
• Review and enhance company car policies, procedures, communications, and program documentation.
• Identify operational inefficiencies and recommend process improvements that increase accuracy, compliance, and customer satisfaction.
• Serve as a subject matter expert on fleet operations, registration requirements, titling processes, and company vehicle policies.
• Provide backup support to fleet management and remarketing functions as needed.

Ready to Join the Team?

You Should Have:

• 4+ years of experience in vehicle services, fleet management, company car administration, vehicle distribution, dealership operations, titling, registration, customer service, reporting, or a related field.
• Experience managing vehicle registration, title processing, and DMV compliance requirements.
• Proactively identify opportunities to streamline processes, increase operational efficiency, and support program expansion.
• Strong administrative, organizational, and project coordination skills with the ability to manage a high volume of transactions and competing priorities.
• Experience processing invoices, expense payments, budgets, and financial approvals in partnership with Finance.
• Advanced proficiency with spreadsheets, tracking tools, and reporting systems.
• Exceptional attention to detail and accuracy when handling legal, financial, and vehicle documentation.
• Strong communication and relationship-building skills with the ability to work effectively across departments and external partners.
• Ability to travel locally up to 15% as needed.
• Valid driver's license with an acceptable driving record.
• Ability to obtain and maintain a Notary Public license and applicable salesperson licensing requirements.

Extra Horsepower (Profile Differentiators)

• Previous experience as a dealership title clerk, fleet administrator, vehicle services specialist, or company car program coordinator.
• Experience supporting multi-state vehicle registration, titling, and tax requirements.
• Familiarity with MMR (Manheim Market Report) or similar vehicle valuation platforms.
• Experience with SAP or other ERP, finance, or fleet management systems.
• Knowledge of vehicle remarketing, auction operations, and used vehicle sales processes.
• Experience administering corporate vehicle lease programs.
• Demonstrated success improving operational workflows, policies, or administrative processes.
• Experience supporting affiliate organizations, subsidiaries, or large distributed sales organizations.
• Current Notary Public certification.
• Experience working with third-party vehicle registration and compliance providers.

Pay Transparency

The base salary for this position ranges between $27.00 to $30.00 an hour. The base salary will be based on a number of factors including the role offered, the individual's job-related knowledge, skills, and qualifications. In addition to base salary, we are proud to offer a comprehensive and competitive benefits package for all eligible employees which also includes 401k with company match, Mitsubishi Lease Program, and a full range of medical, financial, and other perks and benefits.