Documentation Coordinator Jobs in Indiana (NOW HIRING)

About Model 1 Commercial Vehicles: Since we got our start in 1980, Model 1 Commercial Vehicles has grown to become the nation's largest dealership, representing more than 20 top manufacturers across the U.S. And we did it all by listening to and investing in customers like you. Customers who want more than a dealer. Customers who want a partner in creative solutions to the challenges you face today, and visionary thinking for what's next. It's the strength of our relationships - both with customers and manufacturers - that allows us to keep a finger on the pulse of what our customers need and what's possible to not just source but create together. Whether it's custom-built vehicles or alternative fuel and electric vehicle (EV) options, customers have a partner from challenge all the way through solution and beyond.

Our Core Values: At Model 1, we are committed to living our core values:

• Solving Problems: Trust what you know. Work together to find solutions.  See every angle and figure it out.
• Setting the Tone: Establish the mood that puts others at ease. Be the person that you'd want to interact with - approachable and transparent.
• Drive Forward: Keep your eyes up to see what's ahead. Imagine better methods.  Seize opportunities.  Move the business and the market, meaningfully.
• Find Balance: Match your energy at work to your energy with family, friends, and community. Decide and align your priorities.  Pour into yourself and those around you.
• Own It: Take the extra step. Fix issues when they come up.  Care from start to finish.  Do the right thing, every time.

Job Summary: 

About Model 1 Commercial Vehicles: Since we got our start in 1980, Model 1 Commercial Vehicles has grown to become the nation's largest dealership, representing more than 20 top manufacturers across the U.S. And we did it all by listening to and investing in customers like you. Customers who want more than a dealer. Customers who want a partner in creative solutions to the challenges you face today, and visionary thinking for what's next. It's the strength of our relationships - both with customers and manufacturers - that allows us to keep a finger on the pulse of what our customers need and what's possible to not just source but create together. Whether it's custom-built vehicles or alternative fuel and electric vehicle (EV) options, customers have a partner from challenge all the way through solution and beyond.

Our Core Values: At Model 1, we are committed to living our core values:

• Solving Problems: Trust what you know. Work together to find solutions.  See every angle and figure it out.
• Setting the Tone: Establish the mood that puts others at ease. Be the person that you'd want to interact with - approachable and transparent.
• Drive Forward: Keep your eyes up to see what's ahead. Imagine better methods.  Seize opportunities.  Move the business and the market, meaningfully.
• Find Balance: Match your energy at work to your energy with family, friends, and community. Decide and align your priorities.  Pour into yourself and those around you.
• Own It: Take the extra step. Fix issues when they come up.  Care from start to finish.  Do the right thing, every time.

Job Summary: The Title Documentation Coordinator is responsible for managing the lifecycle of critical vehicle documentation throughout the organization. This role serves as the central point of coordination for Manufacturer's Statements of Origin (MSOs), certificates of origin, titles, lien releases, and other ownership documents to support timely funding, customer delivery, and vehicle registration.The Title Documentation Coordinator works cross-functionally with manufacturers, dealers, sales, accounting, finance, operations, and the DMV team to ensure documentation is received, tracked, secured, and distributed accurately, timely, and efficiently. The role is responsible for maintaining documentation integrity, resolving documentation issues, and supporting the development and continuous improvement of documentation processes across the company.

• Competitive benefits including health insurance, paid holidays, and vacation pay
• Continuous training and development opportunities
• Access to a nationwide network of industry experts and mentors
• Industry-leading technology and systems
• Opportunity to directly influence profitability, operational efficiency, and customer satisfaction

• Competitive benefits including health insurance, paid holidays, and vacation pay
• Continuous training and development opportunities
• Access to a nationwide network of industry experts and mentors
• Industry-leading technology and systems
• Opportunity to directly influence profitability, operational efficiency, and customer satisfaction

Vehicle Documentation Management

• Obtain and manage Manufacturer's Statements of Origin (MSOs), certificates of origin, titles, and other ownership documents from dealers and first and second-stage manufacturers.
• Coordinate with manufacturers to request vehicle documentation and resolve missing or delayed documentation.
• Obtain titles and ownership documents for used vehicle inventory.
• Review documentation for completeness and accuracy before distribution.
• Maintain secure control of original ownership documents and ensure proper storage and retention.

Documentation Tracking & Control

• Maintain an enterprise tracking system for all MSOs, titles, and related ownership documents.
• Monitor document status from vehicle acquisition through customer delivery.
• Ensure documentation is properly assigned and available to support funding and titling activities timely.
• Reconcile documentation inventory and resolve discrepancies, support floorplan inventory and finance audits.
• Maintain documentation records for vehicles located across multiple company locations.

Cross-Functional Coordination

• Partner with Accounting and Finance to ensure timely funding of vehicle purchases in consideration of the company's master production schedule.
• Coordinate Operations and the DMV department to understand vehicle documentation needs to meet customer delivery timelines.
• Communicate and establish relationships with manufacturer and dealer partners to request vehicle documentation and resolve documentation issues affecting customer deliveries.
• Provide documentation status updates to internal stakeholders.
• Partner with the Model 1 Automotive Group to establish efficient and effective procedures for chassis invoicing and MSO releases.

Process & Compliance

• Ensure documentation processes comply with company policies and applicable regulatory requirements.
• Coordinate with banking partners in obtaining lien release records as required to obtain necessary vehicle documentation.
• Identify opportunities to improve documentation workflows, tracking, and reporting.
• Assist in developing standardized vehicle documentation procedures and controls.

Reporting

• Prepare reports regarding documentation status, outstanding MSOs, and exceptions.
• Monitor key performance indicators related to document receipt and processing.
• Support internal audits and documentation reviews.

Education

• Associate's degree preferred; equivalent experience will be considered.

Experience

• Experience in vehicle documentation, titling, DMV operations, accounting support, dealership administration, or a related operational function is preferred.
• Experience working with commercial vehicles, dealerships, manufacturers, or fleet operations is preferred.

Knowledge, Skills & Abilities

• Strong understanding of vehicle ownership documentation, including MSOs, titles, and registration requirements.
• Excellent organizational and document management skills.
• High attention to detail and accuracy.
• Strong analytical and problem-solving skills.
• Effective written and verbal communication skills.
• Proficiency with Microsoft Office applications and Procede Software (or familiarity with Dealer Management Systems).
• Ability to work collaboratively across multiple departments and external business partners.

Success Measures

• Timely receipt of MSOs and ownership documents.
• Documentation accuracy and completeness.
• Timely support of funding and customer deliveries.
• Reduction of outstanding documentation delays.
• Effective coordination with manufacturers and internal departments.
• Compliance with internal audit measures, document retention, and security requirements.