Leasing Administrator-Asset Compliance & Registration

About the role

The Leasing Administrator is responsible for managing the administrative and compliance life cycle of leased assets, with primary focus on titling, registration, licensing, and regulatory documentation. This role ensures all trailers and equipment are properly documented, compliant with federal and state regulations, and accurately tracked across internal systems.

This position operates at the intersection of leasing operations, compliance, and asset management, supporting uptime, audit readiness, and revenue protection.

What you'll do

Key Responsibilities

Titling & Registration Management

• Process and manage registrations across multiple jurisdictions
• Coordinate with state agencies, vendors, and internal teams to ensure timely registration and renewals

License Plate Assignment & Tracking

• Assign license plates to assets and maintain accurate plate-to-unit mapping
• Track plate inventory, renewals, and replacements
• Maintain audit-ready documentation for all plate assignments

FHWA / DOT Compliance Documentation

• Ensure inspections are completed, documented, and stored in compliance with FHWA standards
• Support audit requests with complete and accurate documentation

Decals & Asset Identification

• Coordinate issuance of required decals (DOT, company branding, compliance labels)
• Maintain records of decal assignments and replacements
• Ensure consistency and compliance across all deployed equipment

Telematics Administration

• Coordinate installation, removal, and reassignment of devices
• Maintain accurate device-to-asset mapping across multiple vendor platforms (e.g., SkyBitz, etc.)
• Assist with user access management and basic reporting validation

Data Integrity & System Management

• Maintain accurate asset records within ERP systems (e.g., Karmak) and supporting platforms
• Ensure consistency between physical assets, telematics systems, and ERP data
• Support data cleanup initiatives and process improvements

Cross-Functional Coordination

• Work closely with Leasing, Sales, Service, and Accounting teams to support asset lifecycle events
• Assist with asset onboarding, transfers, and disposals
• Support internal and external audits with complete documentation

Qualifications

Experience

• 1–3 years in leasing, fleet administration, title/registration, or asset compliance
• Experience in transportation, trailer leasing, or fleet operations strongly preferred

Technical Skills

• Strong proficiency in Microsoft Excel and data tracking
• Familiarity with telematics platforms (SkyBitz, Geotab, etc.) is a plus

Core Competencies

• High attention to detail and documentation accuracy
• Strong organizational and process management skills
• Ability to manage multiple workflows and deadlines simultaneously
• Problem-solving mindset with ability to resolve discrepancies