Wholesale Title Clerk​/Contract Clerk

Wholesale Title Clerk/Contract Clerk Position Summary

We are seeking a detail-oriented and organized Wholesale Title Clerk/Contract Clerk to manage the processes associated with vehicle title transfers, wholesale transactions, trade-ins, and dealership sales. The ideal candidate will have experience handling high-volume deal and title processing, maintaining compliance with state regulations, and working closely with sales, finance, and accounting teams to ensure timely and accurate vehicle transactions.

• Title Processing
  • Process title work for wholesale, dealer-to-dealer, auction, and retail vehicle transactions.
  • Ensure all title documents are complete, accurate, and compliant with state and federal regulations.
  • Track and follow up on outstanding titles and title corrections.
• Lien Releases & Payoffs
  • Contact financial institutions to verify payoff amounts and payment status.
  • Process payoffs for trade-in vehicles.
  • Obtain and secure lien releases in a timely manner.
  • Resolve title and lien discrepancies as needed.
• Deal Processing & Accounting Support
  • Review new and used vehicle sales deals for completeness and accuracy.
  • Post vehicle sales and related transactions into the accounting system.
  • Verify vehicle information, purchase prices, trade allowances, and customer information.
  • Assist with dealership accounting functions related to vehicle sales and inventory.
• Reporting & Record Keeping
  • Reconcile related schedules on a weekly basis.
  • Prepare monthly reports regarding outstanding titles, missing title documentation, and uncollected wholesale funds.
  • Organize and securely maintain all sales, wholesale, tax, and legal transfer documentation.
  • Ensure proper filing and retention of records in accordance with company policies.
• Collaboration & Customer Service
  • Work closely with sales personnel, finance managers, accounting staff, wholesalers, auctions, and other dealerships.
  • Communicate proactively to resolve contract, payoff, or title issues and expedite processing.
  • Provide updates on title status and outstanding documentation to wholesalers and auctions as needed.

• High school diploma or equivalent required.
• 1–3 years of automotive dealership, title office, or motor vehicle administration experience required.
• Experience processing high-volume wholesale and retail vehicle titles preferred.
• Knowledge of state title regulations, registration procedures, and lien release processes.
• Familiarity with dealership management and accounting systems.

• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Proficiency in reviewing legal names, VINs, mileage disclosures, purchase prices, and supporting documentation.
• Strong communication and problem-solving abilities.
• Proficient with Microsoft Office and dealership software systems.

• Ability to sit for extended periods while working on a computer.
• Ability to occasionally lift and carry files and office materials up to 20 pounds.