Warranty & Title Specialist

Job Title: Warranty & Title Specialist.

Department: Sales.

Reports To: Sales Manager.

Location: Kansas City, KS.

FLSA Status: Exempt (Full-Time).

Salary Range: Salary + Commission (60-70k).

The Warranty & Title Specialist is a full-time administrative role responsible for overseeing the title processing, warranty registration, and compliance for truck and trailer sales. This position exercises independent judgement in developing procedures, managing regulatory documentation, and coordinating with external agencies and vendors. It supports dealership operations through strategic recordkeeping, audit readiness, and customer service, while also performing transactional tasks related to sales folder management and shipping.

Administrative:

• Compliance Oversight & Regulatory Liaison:
  Monitor and interpret state and federal vehicle titling laws; adjust internal procedures to ensure compliance. Serve as the primary point of contact for KDOR, PACCAR, and other regulatory entities. Reconcile KDOR reports monthly and ensure timely submission of tax documentation.
• Procedure Development & Operational Support:
  Develop and refine internal workflows for title processing and warranty registration. Recommend process improvements to enhance audit readiness and operational efficiency. Train sales and administrative staff on documentation standards and compliance protocols.
• Warranty Program Administration:
  Coordinate OEM and aftermarket warranty registration, including Smart Link activation. Exercise discretion in determining delayed warranty start eligibility and follow-up procedures. Maintain vendor relationships and negotiate extended warranty options when applicable.
• Truck paper duties:
  Assist management to verify all equipment is listed on Truck paper along with ensuring all equipment has proper specs, pictures, and videos are uniformed and uploaded to the website.
• Audit & Recordkeeping Strategy:
  Establish and maintain secure, auditable systems for title, MSO, and key records. Lead preparation for floor plan and external audits, including documentation verification.
• Sales Folder Creation & Documentation.

Pre-Sale Tasks:

• Create and prepare initial job folders for all truck and trailer deals, including invoices, delivery paperwork, Manufacturer’s Statement of Origin (MSOs), and related documentation.
• Generate temporary tags for funded trucks, trailers, and yard spotters as required.
• Create and deliver title addendums, as needed.

Post-Sale Tasks:

• Ensure each sales folder is complete, accurate, and transitioned to the sales coordinator in a timely manner after funding.

Inventory & Title Records:

• Receive, identify, and maintain Manufacturer’s Statements of Origin (MSOs) for PACCAR trucks, Utility trailers, Capacity yard spotters, and any other OEM we represent.
• Assign, manage, and track vehicle titles, ensuring accurate delivery or shipment and proper logging.

Title Processing & Compliance:

• Travel to Topeka as needed to obtain title work and lien releases.

Warranty Registrations & Smart Link Activation:

OEM Warranty Registration:

• Ensure each new truck and trailer is warranty registered at the time of delivery or generate a delayed warranty start form for each unit sold.
• Conduct weekly / monthly follow-up on units with delayed warranty starts to verify in-service status or continued delay needs.

Aftermarket Warranty Coordination:

• Communicate with customers and sales personnel to determine extended warranty coverage needs for each transaction, including used trucks and trailers.

Smart Link Activation:

• Conduct a two-week post-sale follow-up with customers to confirm satisfaction and resolve any outstanding issues.

Shipping & Records:

• Generate UPS shipping labels for outbound title and sales documents.
• Drop off urgent shipments after hours when necessary to meet delivery deadlines.
• Scan and upload all completed sales folders and related documents into Blaze software at the end of each month to ensure accurate digital records and compliance as a shared responsibility with the sales coordinator.
• Organize, box, label, and archive files annually by category for storage.

Additional Responsibilities:

• Stay informed on state…