Manager Title Operations

Job Details

Description

Position Purpose and Objectives:

The Title Operations Manager is responsible for managing all aspects of the title and lien process for automobile and other collateralized loans. This role requires a proactive and detail-oriented individual with strong leadership skills to ensure compliance, risk mitigation, and lien perfection. Must effectively manage time-sensitive tasks, implement process improvements, and lead a high performing team to achieve operational excellence. The Title Operations Manager ensures that liens are promptly perfected and compliant with regulatory requirements, while aggressively following up with third parties including dealerships, financial institutions, independent sellers and members, to avoid penalties, fees, or loss of collateral. Responsible for reporting, process improvement and overseeing administrative tasks related to title processing and lien perfection.

Major Duties And Essential Functions

• Manage Title Process: Maintain an in-depth knowledge of state title requirements to ensure lien perfection and legal compliance. Oversee the timely and accurate filing of liens for all collateralized loans, ensuring compliance with state and federal regulations. This includes out of state filings, State of Texas filings and UCC filings on auto, boat, trailer, commercial, and other secured units.
• System Management: Work within systems such as VINtek and Symitar to ensure accurate title matching and lien perfection processes. Maintain a high level of accuracy and efficiency in managing titles through these platforms.
• Aggressive Follow-Up and Time Management: Proactively engage with dealerships, financial institutions, and customers to secure required documents, titles, and signatures, ensuring swift resolution of any issues. Implement strategies for aggressive follow-up on pending titles and liens to meet deadlines and avoid penalties or fees. Prioritize and manage time-sensitive tasks effectively to ensure all processes are completed within specified timeframes. Address delays or discrepancies immediately.
• Obtain Compliance Information: Gather and maintain all necessary information regarding compliance requirements in every state where CUTX operates. This includes assisting with communications related to DMVs, Parks and Wildlife, Tax Offices, Secretaries of State, State Commerce Departments, and any other relevant governmental agencies responsible for business registration and title filings.
• Reporting: Ensure accurate and timely reporting is in place to monitor and verify liens are perfected within strict timing guidelines; ensure prompt follow up and resolution.
• Title Issue Resolution: Lead efforts to resolve title-related issues, including missing documentation, inaccuracies, or lien releases, to maintain compliance and protect the credit union's interests. Must ensure proper and timely escalation of issues to successful resolution.
• Team Leadership: Manage and develop the title processing team, ensuring they meet aggressive deadlines and maintain high levels of service and compliance. Organizes relevant training sessions and meetings to brainstorm on process improvements and review changes to policies and procedures. Lead and mentor Title Specialists, ensuring daily work is completed, including lien perfection and timely processing of drafting to dealers. Develop a high-performing team with low attrition and high morale.
• Vendor Relations and Management: Work with title agencies, DMVs, Parks and Wildlife, dealerships, banks, captive lenders and other vendors to facilitate lien processing and resolve issues efficiently.
• Member Service: Act as a liaison between loan origination and servicing teams and members to address inquiries related to titles and liens in a timely manner. Supports the team by resolving escalations.
• Policy and Procedure Management: Maintain and regularly update policy and procedure documentation related to title processing, ensuring that they meet regulatory standards.
• Resolve Member Complaints: Address escalated member complaints related to title work or the release of titles if staff cannot resolve the issue.
• Administrative Oversight: Supervise administrative tasks such as mail distribution, office supply maintenance, and other related duties as they arise.
• Compliance Monitoring: Maintain documentation of compliance activities and ensure that title processes adhere to all applicable regulatory requirements. Work directly with the Compliance Department to make procedural adjustments as necessary.
• Personnel Management: Perform personnel functions such as hiring, counseling, and terminating employees. Set goals and development plans for staff and help them achieve those goals. Approve time-off requests and ensure accurate timecard management.
• Process Improvements: Collaborate with management to evaluate and improve title processing procedures, driving greater efficiency and effectiveness. Identify opportunities for process improvements and lead initiatives to enhance operational efficiency. Utilize data and feedback to continuously refine and optimize the title and lien perfection process.
• Build Relationships: Foster strong relationships with internal departments to understand business needs and continuously improve team performance.
  
  

Positions directly supervised: Senior Auto Title Specialist, Auto Title Specialist

Specific Knowledge, Skills, And Abilities Required For This Position:

Strong knowledge of lien perfection, state regulations, and title management procedures.

Leadership experience with a demonstrated ability to manage and motivate a team in a fast-paced, deadline-driven environment. Excellent organizational and time management skills with a track record of managing time-sensitive tasks effectively.

Excellent communication skills, with the ability to manage relationships with internal teams and third parties.

Processing title work as a lender and understanding how a dealership processes title work.

Should have a strong understanding of how to automate processes.

Preferred Skills:

Familiarity with Texas lien laws and out of state DMV title processes, as well as regulations in other states where Credit Union of Texas conducts business.

Experience in managing time-sensitive tasks and resolving issues with tight deadlines.

Proficient in Microsoft Office and loan servicing software.

Education: Bachelor’s degree in business, finance, or a related field (preferred).

or related field or equivalent in a combination of relevant operational experience and credit union experience.

Experience: 3+ years of experience in title management or lien processing, preferably in the auto lending or credit union industry. Experience leading multiple cross functional teams and senior level staff.

Work Environment: Full-time position based in Texas. Primarily office-based with occasional travel to external agencies or branch locations as needed.

Physical Activities And Requirements Of This Position

CATEGORY

DESCRIPTION

Finger Dexterity

Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.

Grasping

Using fingers and palm on an object.

Talking

Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly.

Repetitive Motions

Movements frequently and regularly required using the wrists, hands, and/or fingers.

Average Hearing

Able to hear average or normal conversations and receive ordinary information.

Average Visual Abilities

Average, ordinary, visual acuity necessary to prepare or inspect documents or products or operate machinery.

Sedentary Work

Sitting part of the time. Exerts up to 10 lbs. of force occasionally.

Working Conditions of this Position

DESCRIPTION

Few. No hazardous or significantly unpleasant conditions except during construction wearing a hard hat is required.

Mental Activities And Requirements Of This Position

Reasoning Ability: The ability to use common sense or logic.

CATEGORY

DESCRIPTION

Detailed

Ability to apply common sense understanding to carry out detailed instructions and to deal with problems involving many variables.

Mathematical Ability:

Basic

Ability to perform basic math skills including adding, subtracting, multiplying, and dividing two-digit numbers; operations with units such as inch, foot, yard; ounce, pound (or their metric counterparts), and square footage; ability to understand appraisals, compute rent rates and lease expiration times.

Language Ability: The level of ability required to communicate and understand written and oral language.

Typical

Ability to use passive vocabulary of 5,000-6,000 words; read at a moderate rate; and define unfamiliar words in dictionaries for meaning, spelling, and pronunciation. Ability to write complex sentences, using proper punctuation, and using adjectives and adverbs. Ability to communicate in complex sentences, using normal word order with present and past tenses and good vocabulary. Ability to read, analyze and interpret general business periodicals, professional journals, correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, guests, vendors and the general public.

Compliance requirement

The responsibilities contained within this job description remains compliant with Bank Secrecy Act / Anti-Money Laundering, Office of Foreign Assets Control and USA PATRIOT Act as they apply to the duties of the position.

Disclaimer

The information in this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job, which may vary on the department or the assignment. The actual essential duties, responsibilities and qualifications may vary by department, reporting structure and other business needs. No inference should be drawn that a specific job duty, responsibility or qualification is non-essential by its absence from this description.