Fleet Support Specialist

Overview

FLEET SUPPORT SPECIALIST

Job Description

Department:

Fleet Operations

Reports To:

Director of Fleet Operations

FLSA Status:

Exempt

Location:

Dallas, TX or Tampa, FL

Position Summary

The Fleet Support Specialist is responsible for the accurate, timely, and compliant management of the company's vehicle and equipment title portfolio, including lien releases, Limited Power of Attorney (LPOA) documentation, and title transfers associated with mergers, acquisitions, and divestitures. This role also serves as the primary steward of fleet data integrity within the fleet management system (FMS), oversees administrative functions related to USDOT compliance, and leads reporting efforts that support fleet operations, finance, safety, and executive stakeholders.

Essential Duties and Responsibilities

Title Management

- Manage the end-to-end lifecycle of vehicle and equipment titles across the company's fleet, including acquisition, transfer, and lien release processes.

- Draft, review, and execute Limited Power of Attorney (LPOA) documents required for title transactions, lien releases, and registration activities on behalf of the company.

- Coordinate directly with lienholders, lending institutions, and finance partners to request, track, and confirm lien releases; follow up proactively on outstanding or delayed releases.

- Support title transfers associated with mergers, acquisitions, and divestitures (M&A), including due diligence on incoming title portfolios, reconciliation of title records, and execution of transfer documentation across multiple states/jurisdictions.

- Prepare, review, and submit title and registration documents to state Departments of Motor Vehicles (DMVs) and other applicable state agencies, ensuring compliance with state-specific titling laws and requirements.

- Verify vehicle identification numbers (VINs), ownership history, lien status, and title accuracy prior to submission or transfer; research and resolve title discrepancies, missing documentation, duplicate titles, and other exceptions.

- Maintain organized, audit-ready title and lien files/records for all fleet assets, including electronic lien and title (ELT) documentation where applicable.

- Act as the subject matter expert (SME) on state and federal titling regulations, escalating and resolving complex or non-standard title issues.

- Serve as a liaison between internal stakeholders (legal, finance, procurement, fleet operations) and external parties (DMVs, lenders, dealers, title agencies, fleet management companies and outside counsel) on all title-related matters.

- Track title status across the fleet lifecycle (acquisition, in-service, disposal/sale) and proactively flag aging or at-risk title items.

USDOT & Regulatory Administration

- Manage administrative functions related to USDOT compliance, including maintaining USDOT numbers, MC numbers, and related registrations for company vehicles and operating entities.

- Support preparation, submission, and renewal of USDOT registrations, biennial updates (MCS-150), and other required regulatory filings.

- Maintain accurate records related to vehicle qualification files, IRP (International Registration Plan) and IFTA (International Fuel Tax Agreement) documentation, and other interstate/intrastate compliance requirements as applicable.

- Coordinate with safety, compliance, and legal teams to ensure fleet documentation aligns with FMCSA and other regulatory requirements.

- Monitor regulatory changes affecting titling, registration, and USDOT compliance, and recommend process updates as needed.

- Assist with audit preparation and respond to information requests from regulatory bodies as needed.

Fleet Data Integrity & Fleet Management System (FMS) Administration

- Serve as the primary owner of data integrity within the fleet management system, ensuring title and lender vehicle, equipment, and asset records are accurate, complete, and current.

- Perform regular audits and reconciliations of fleet inventory data against physical assets, title records, insurance records, and financial/asset management systems.

- Identify, investigate, and correct data anomalies, duplicate records, and inconsistencies within the FMS for title and lender related data.

- Support system upgrades, integrations, and data migrations by validating data accuracy before and after conversion.

Reporting & Analysis

- Generate and maintain recurring and ad hoc reports on title status, lien release tracking, fleet inventory, USDOT compliance status, and data quality metrics.

- Develop dashboards and summary reports for leadership on title/lien aging, open action items, and fleet composition.

- Analyze fleet data to identify trends, risks, and opportunities for process improvement.

- Support finance, accounting, and asset management teams with reporting needed for audits, tax filings, and asset reconciliation.

Qualifications

Education & Experience

- High school diploma or GED required; Associate's or Bachelor's degree in Business Administration, Logistics, or related field preferred.

- 3–5+ years of experience in vehicle title and registration processing, fleet administration, or a related field required; prior experience in a lead or supervisory capacity preferred for the Manager/Lead level.

- Experience with LPOA preparation, lien release processing, and multi-state title transactions strongly preferred.

- Experience supporting M&A due diligence or title transfers involving fleet assets is a plus.

- Familiarity with USDOT/FMCSA compliance requirements (USDOT numbers, MCS-150 filings, IRP/IFTA) preferred.

Knowledge, Skills & Abilities

- Strong working knowledge of state-specific vehicle titling, registration, and lien laws.

- Proficiency with fleet management systems (e.g., Fleetio, Element, Wheels, Donlen, Samsara, or similar) and Microsoft Office/Excel.

- High attention to detail and strong organizational skills, with the ability to manage a high volume of documents and deadlines simultaneously.

- Excellent written and verbal communication skills, with the ability to interact professionally with DMVs, lenders, dealers, and internal stakeholders.

- Strong analytical and problem-solving skills, particularly in resolving title discrepancies and data inconsistencies.

- Ability to work independently, prioritize competing tasks, and exercise sound judgment in ambiguous or non-standard situations.

- Demonstrated ability to lead, train, and review the work of others (for Manager/Lead level).

- Ability to maintain confidentiality of sensitive financial and legal documentation.

Certifications/Licenses

- Valid driver's license with an acceptable driving record may be required.

- Notary Public certification a plus (or willingness to obtain).

Working Conditions

- Primarily an office-based role; occasional travel may be required to support acquisitions, audits, or vendor meetings.

- Standard business hours, with occasional additional hours needed to meet regulatory deadlines or transaction closings.

Physical Requirements

- Ability to sit for extended periods and work at a computer for the majority of the workday.

- Occasional lifting of files, boxes, or materials up to 20 lbs.

## Posted Max Pay Rate
USD $0.00/Yr.

## Posted Min Pay Rate
USD $0.00/Yr.