Warranty & Permits Clerk

The Warranty & Permits Clerk provides administrative support for fleet licensing, permits, registrations, warranty documentation, and related compliance records for commercial tractors and trailers. This position assists with maintaining accurate records, monitoring renewal dates, processing required documentation, and coordinating with internal departments, vendors, manufacturers, and regulatory agencies. The role is responsible for completing assigned administrative processes accurately and timely and escalating compliance issues, exceptions, or unresolved matters to management.

• Process and maintain permits, licenses, and registrations for commercial tractors and trailers.
• Monitor expiration dates and assist with timely renewals.
• Maintain accurate, audit-ready records for permits, registrations, and related fleet documentation.
• Coordinate with state agencies, vendors, and third-party providers to obtain required documents and information.
• Assist with IFTA, IRP, CARB, and other fleet compliance documentation and reporting.
• Track compliance deadlines and notify management of missing documents, upcoming expirations, or issues requiring attention.
• Maintain Pre Pass and tolling device assignments, replacements, and related records.
• Enter and update fleet asset information in Cetaris, AS400, and other company systems.
• Review vehicle and equipment records for accuracy and report discrepancies.
• Assist with gathering documentation for audits and internal reviews.
• Review repair records and assist with identifying potential warranty claims.
• Prepare, submit, and track warranty claims, credits, reimbursements, and supporting documentation.
• Follow up with vendors, dealerships, and manufacturers regarding routine warranty claim status.
• Provide administrative support to the Maintenance Department and perform other duties as assigned.

• Strong attention to detail, accuracy, and recordkeeping.
• Strong organizational skills with the ability to manage multiple deadlines.
• Ability to follow established procedures and maintain accurate documentation.
• Effective communication skills when working with internal departments, vendors, and outside agencies.
• Ability to identify missing or inconsistent information and elevate concerns appropriately.
• Ability to prioritize assigned work and work independently on routine tasks.
• Ability to work effectively in a fast-paced transportation and maintenance environment.

• High school diploma or GED required.
• Previous experience in transportation, fleet administration, maintenance administration, licensing, permits, or a related clerical role preferred.
• Familiarity with commercial vehicle registrations, permits, or fleet documentation preferred.
• Basic knowledge of DOT, IFTA, IRP, and CARB requirements preferred.
• Experience with Cetaris, AS400, or similar fleet management systems is a plus.
• Basic proficiency with Microsoft Outlook, Excel, and standard office software.