Fleet Support Specialist

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 recor…

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