Business Office Coordinator, Ever - Costa Mesa

Business Office Coordinator Location: Costa Mesa, CA About Ever Ever is building the future of automotive retail by creating a modern, technology-driven customer experience. We are looking for a detail-oriented Business Office Coordinator to support title processing, registration, compliance, and vehicle acquisition documentation. This role is critical to ensuring accurate title work, regulatory compliance, and seamless coordination across Sales, Finance, Operations, and Purchasing. What You'll Do Title Processing & Compliance • Review incoming titles for accuracy, lien releases, odometer disclosures, and state compliance requirements. • Coordinate lien releases with financial institutions and verify payoff documentation. • Process title transfers, registrations, and ownership documentation across multiple states. • Maintain working knowledge of DMV regulations and title requirements, including California, Washington, and future expansion markets. • Execute title reassignments and ensure all required documentation complies with state and federal regulations. Documentation & Deal Integrity • Audit completed deal jackets to verify all required documents are complete, accurate, and properly executed. • Ensure all federal and state odometer disclosure requirements are satisfied. • Maintain accurate digital records within the dealership management system (DMS). • Track title submission dates, processing status, and completion milestones. • Prepare and organize title documentation for internal audits and compliance reviews. Vehicle Acquisition & Customer Purchases • Process title transfers for trade-in vehicles and customer direct purchases. • Verify ownership, lien status, and title accuracy before inventory intake. • Coordinate loan payoffs and lien releases with Finance and lending institutions. • Prepare Bills of Sale and supporting documentation for private-party purchases. • Conduct or coordinate lien searches and ensure clean title prior to resale. • Confirm seller payments are released only after title verification has been completed. Cross-Functional Collaboration • Partner closely with Finance, Sales, Purchasing, Logistics, and Operations to ensure timely title processing. • Escalate missing documentation, title discrepancies, or DMV issues promptly. • Support vehicle delivery timelines by proactively resolving title-related obstacles. • Communicate professionally with customers regarding documentation requirements when necessary. Qualifications Required • 1–2 years of automotive title and registration experience. • Working knowledge of California title and registration requirements. • Experience with dealership management systems such as CDK, Reynolds & Reynolds, or similar. • Strong organizational skills with exceptional attention to detail. • Ability to manage multiple priorities in a fast-paced environment. • Strong written and verbal communication skills. Preferred • Multi-state title and registration experience. • Experience processing trade-ins, private-party purchases, auctions, or fleet transactions. • Knowledge of floorplan funding and auction title workflows. • Experience collaborating across Finance, Purchasing, Sales, and Operations teams. What Success Looks Like • Accurate and timely title processing with minimal errors. • Strong compliance with DMV, state, and federal regulations. • Well-organized documentation supporting successful audits. • Effective cross-functional communication that keeps vehicle transactions moving efficiently. • Exceptional attention to detail and ownership of assigned work. Compensation & Benefits Location: Costa Mesa, CA • Base Salary: $50,000 – $65,000 annually, depending on experience • Medical, Dental & Vision Insurance • 401(k) • Paid Time Off (PTO) • Paid Sick Time • Career growth opportunities within a fast-growing EV retailer