Dealership Operations & Systems Specialist (AI-Forward Workflow)

About the Role: Kingsburg Truck Center is expanding our modern, cloud-connected business model. We are searching for an IT-savvy Front-End Systems Hub to command our physical dealership floor operations.You will not be hiding away in a quiet back office. Instead, you will be the central operational engine right on the active floor, entirely owning our localized vehicle intake, digital DMV networks, and lender funding pipelines. Your mission is to ensure all physical deals, auction inventory, and reconditioning costs are perfectly compiled, verified, and keyed into our software systems to trigger our remote bookkeeping workflows.

The AI & Continuous Improvement Opportunity: We don’t want a robot; we want someone who knows how to use them. If you are skilled at using AI tools, automation tricks, or advanced software scripts to speed up manual data entry, streamline document extraction, or optimize system inputs, you will thrive here. We actively encourage our team to continuously modernize our workflows. Proactively finding tech-forward ways to make our data tracking faster and more accurate is a direct path to performance-based bonuses, raises, and long-term career growth.System Environments & ToolsOperates strictly within localized Dealership Management Systems (DMS), finance application platforms (such as RouteOne), electronic title networks (such as AVRS), and internal custom automotive sales and tracking software.Daily Duties & Responsibilities

• On-Site DMV & Titling Ownership: Fully execute and process all commercial vehicle registrations, title transfers, out-of-state title conversions, trade-in title clearances, and permanent state DMV filings using electronic vehicle registration and title networks.
• Proactive Auction Stock-In: Daily monitor online auction dashboards under “Post-Sale Management” and log into the corporate floorplan debt portal. The moment a used truck is won online, execute the immediate “Stock In” process inside the DMS to generate its unique Stock Number on Day 1.
• Digital Purchase Packet Compilation: Extract digital auction bills of sale, purchase invoices, and flooring authorization receipts from online portals; compile them into clean digital packets, and upload them to the system to instantly alert remote accounting.
• Reconditioning Cost Tracking: Receive all physical, mail-delivered, and “hand-received” parts and sublet repair bills. Enforce the strict requirement that all vendor invoices explicitly display our 4-Point Criteria (VIN, Stock Number, Mileage, and Vehicle Description). Key verified bills directly into the DMS vehicle sub-ledger to maintain live sales margins, then scan them to the accounts payable processing queue.
• Corporate Credit Card Receipt Gatekeeper: Collect physical company credit card receipts from shop managers daily, cross-verify handwritten stock codes, log the expenses into the DMS for real-time truck margins, and upload the images to the credit card clearing folder.
• Finance & Lender Desk Coordination: Manage the active finance desk pipeline within lender communication portals and institutional fleet lender desks. Directly interface with commercial underwriters to clear contract stipulations and track deal progress until funding is verified.
• Online System Lifecycle Management: Take responsibility for updating online platforms and sales databases as vehicles move through the operational pipeline. Upon physical delivery of a vehicle and verification of lender funding, upload the finalized signature packet (signed delivery receipts, title documents, funding logs) and change the transaction milestone status to “Ready to Bill,” signaling the remote bookkeeping office to execute final financial transactions.
• On-Site Insurance Logistics: Work with designated commercial insurance providers as needed to handle routine operational requests. This includes assisting the executive team with changes or modifications to insurance policies, as well as handling Certificates of Insurance (COIs) as needed for corporate fleet accounts.
• Adaptive Operational Support: Act as a dynamic team player by executing other operational tasks, administrative projects, and duties as requested by management to support the dealership’s changing needs., We use modern workflows and encourage the use of technology to eliminate manual work. Briefly describe an instance where you used an AI tool (like ChatGPT), a spreadsheet macro, or a software shortcut to speed up your daily administrative tasks.

• Dealership Experience: Minimum of 3-5 years of active, verifiable experience working inside a franchise or independent automotive dealership office/floor environment.
• DMV / Titling Competency: Minimum of 2 years of direct experience processing vehicle titles and title corrections using electronic title networks (AVRS or equivalent).
• Software Proficiency: Intermediate to advanced hands-on experience navigating Dealership Management Systems (DMS) and automotive lender portals (RouteOne or equivalent).
• Process Enforcement: Demonstrated history of maintaining professional boundaries under pressure, with the ability to firmly enforce corporate paperwork rules on an active sales floor.
• Organizational Skills: Exceptional digital folder management skills with strict attention to file-naming conventions and document scanning accuracy.
• Tech-Forward Mindset (Preferred): Familiarity with, or a strong desire to utilize, AI prompting, text extraction tools, macros, or modern automation software to reduce repetitive manual tasks.

Pulled from the full job description

• Professional development assistance
• Health insurance
• Paid time off
• Vision insurance
• Dental insurance, Pay: $25.00 - $32.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Application Question(s):

• Question #1:

How many years of active experience do you have navigating a Dealership Management System (DMS) like Dealertrack, CDK, Reynolds, or similar systems? 1 year, 2-3 years, 4+ years, or None

Question #2 Do you have direct experience processing vehicle registrations and title transfers using electronic networks like AVRS or Dealertrack? Yes or No