Administrative Operations Specialist

This job is located at 4701 W. 38th St., Suite A, Indianapolis, IN 46254

PLS

®

: People. Location. Service

At PLS Auto, headquartered in Chicago, our mission is to deliver a top tier used car buying experience to our customers. Too often, people with challenged credit and finances must settle for lackluster service and frustrating results, but we exist because our customers deserve better!  We work diligently to help customers find the affordable car they need the day they need it.  We are the buy here pay here dealership that offers purchasing, auto financing, servicing, and maintenance on-site.  Our customers receive a better car buying

experience with the best vehicle at a price they can afford.

Position Overview:

The Administrative Operations Specialist supports dealership operations by processing vehicle titles and insurance claims, verifying customer documents and records, and performing a variety of business-office functions. Working closely with management, sales, collections, insurance providers, customers, and business partners, this office-based role helps keep administrative processes organized, compliant, and efficient while supporting a positive customer experience.

Success in this position requires managing multiple responsibilities with accuracy and close attention to detail.

Job Responsibilities:

Title & Registration

Process and maintain vehicle title and registration paperwork.

Prepare, review, and submit title documents to appropriate state agencies.

Monitor title status and follow up on outstanding items.

Maintain accurate title records and ensure documents are properly filed.

Resolve title discrepancies and filing issues.

Assist with out-of-state title and registration requirements as needed.

Insurance Claims & Administration

Administer insurance claims related to dealership vehicles and customer accounts.

Communicate with insurance companies, adjusters, customers, and internal teams regarding claim activity.

Gather required documentation, photographs, estimates, and supporting information.

Track claims from initial filing through resolution and maintain accurate records.

Follow up on outstanding claims, payments, and required documentation.

Underwriting Support

Provide administrative support for the underwriting process.

Review customer and deal files for completeness and accuracy.

Assist with verification and follow-up requests related to underwriting decisions.

Maintain organized underwriting files and ensure required materials are received on time.

Communicate with internal teams, outside parties, and customers to resolve documentation issues.

General Operations & Administrative Support

Manage electronic and paper records to ensure accuracy and compliance.

Answer phones and update or verify customer information in dealership systems and databases.

Assist with customer account documentation, correspondence, filing, and reporting.

Monitor deadlines and follow up on outstanding administrative items.

Partner with management on special projects and operational initiatives.

Maintain confidentiality of customer, financial, insurance, and dealership information.

Identify administrative issues and recommend ways to improve efficiency and accuracy.

Provide backup support for other business-office functions as needed.

Other duties as assigned

Requirements:

• High school diploma or equivalent required; additional education or relevant experience preferred.
• Previous dealership, automotive, title, insurance, lending, finance, or administrative experience preferred.
• Strong attention to detail, organization, and accuracy with the ability to manage multiple priorities and deadlines effectively.
• Strong written and verbal communication and customer service skills.
• Proficiency with Microsoft Office and computer-based business systems.
• Ability to work independently while also collaborating effectively with others.
• Strong problem-solving and follow-up skills.
• Ability to handle confidential information professionally.
• Team player with a positive, solution-oriented attitude.
• Physical Requirements: Able to stand and walk for several hours a day.
• Able to work outdoors in all weather conditions when necessary.
• Ability to lift up to 25 pounds.