Vehicle Licensing Specialist

Provides day-to-day administrative support to the Vehicle Licensing Services (VLS) department. This role assists the team with data entry, document handling, correspondence, and general office tasks to help ensure the smooth processing of vehicle registrations, titles, and state changes on behalf of EMKAY’s fleet clients.

Essential Duties & Responsibilities

• Subject to change based on department and corporate needs.

• Assists with the processing of state changes by entering data and routing documentation per department procedures.
• Performs data entry to support the maintenance of registration and title records within fleet management and titling systems.
• Receives, reviews, and scans incoming titles and forwards them to the appropriate Team Lead for handling.
• Sorts and distributes the department’s daily mail and reports to the appropriate team members.
• Assists with the preparation and distribution of checks for services and client reimbursements, ensuring proper supporting documentation is included.
• Supports the team in responding to routine inquiries from internal staff and external clients related to vehicle registrations, titles, violations, state changes, initial registrations, and taxes.
• Assists with follow-up on state changes that are out for processing, in alignment with the VLS department calendar.
• Provides support for the preparation and distribution of monthly registration letters and recurring department reports.
• Notifies management when departmental forms or supplies need to be replenished.
• Follows all VLS department standards, workflows, and compliance guidelines as directed.
• Participates in team and department meetings as scheduled.

GENERAL DUTIES AND RESPONSIBILITIES

• Handles incoming phone and email inquiries in a professional and courteous manner, directing questions to the appropriate team member when needed.
• Works cooperatively with other EMKAY departments to support information and service requests, applying the same responsiveness extended to external clients.
• Cross-trains to provide backup coverage for other VLS team members as directed, and assists in training peers on assigned tasks.
• Operates standard office and digital tools including scanning equipment, electronic document management systems, and multifunction devices.
• Assists with incoming and outgoing correspondence, including routing, copying, and preparing materials for distribution.
• Supports special projects and completes additional tasks as assigned by the department supervisor or team lead.
• Ensures all communications are consistent with EMKAY’s brand and communication standards.

CORPORATE POLICIES

Adherence to all corporate policies as outlined in the current Employee Handbook, including but not limited to:

• Harassment Policy
• Business Ethics and Code of Conduct
• Conflicts of Interest
• Dress Code
• Attendance
• Privacy Statement
• Brand and Communication Standards

HOURS AND WORK SCHEDULE

This is a full-time, non-exempt position defined at 40 hours per week. Standard business hours apply, Monday through Friday, with the specific schedule determined at the time of hire based on department needs. The schedule may be revised as business needs evolve. This position requires a reliable record of attendance and punctuality.

LANGUAGE SKILLS

Must have strong written and verbal communication skills in English, including the ability to write clear, professional correspondence and respond to routine inquiries. Bilingual skills are a plus.

MATHEMATICAL SKILLS

General business math skills required, including addition, subtraction, multiplication, division, and computation of percentages and discounts.

REASONING ABILITY

Must be able to follow established procedures and complete routine tasks with minimal supervision. Ability to recognize when an issue requires escalation to a supervisor or team lead is essential.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:

• Strong attention to detail and organizational skills.
• Ability to handle a high volume of routine tasks accurately and efficiently.
• Comfortable working in a structured, process-driven environment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook); familiarity with fleet management or titling/registration systems a plus.
• Comfortable using digital document management tools and scanning equipment.
• Familiarity with vehicle registration, titling, or DMV-related processes preferred but not required.
• Reliable, punctual, and able to work effectively with minimal supervision.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

• Minimum of a high school diploma or equivalent required.
• Prior administrative, office, or data entry experience preferred.
• Experience in automotive, fleet leasing, or vehicle licensing is a plus.

CERTIFICATES, LICENSES, REGISTRATIONS

None required.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to handle or operate equipment; reach with hands and arms; and talk or hear. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds. Specific vision abilities required include close vision and the ability to adjust focus.

WORK ENVIRONMENT

This role is performed in a professional office environment. The noise level is typically low.

RECEIPT AND ACKNOWLEDGMENT

I understand this position description is intended as an outline of job duties and requirements and is not intended to be all-inclusive. The company may update this position description at any time for any reason deemed necessary by department management or corporate leadership. This position description does not constitute an employment contract or binding commitment on the part of the company.

In the event of a company reorganization, EMKAY reserves the right to determine an employee’s position assignment based on business needs, required skill sets, and the best interests of the company and its clients.

I have read the position description above and have had the opportunity to ask questions to clarify the duties and requirements of the role.