DMV Title & Contract Coordinator (Hybrid)

Mcgrath Rent Corp; Livermore (CA); On-site; USD 59,802,000 - 85,561,000; Full time

Job summary

Mcgrath Rent Corp is seeking a Document Coordinator to support accounting and inventory processes in Livermore, CA. The role handles state registrations, vendor setup, asset intake, licenses, and documentation accuracy while serving internal teams and external agencies.

The position requires 2+ years in accounts payable with general ledger experience, proficiency in Excel, and familiarity with vendor management systems. A fast-paced, detail-oriented environment is expected.

Qualifications

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Responsibilities

• Registers new rental equipment acquisitions with state agencies
• Releases title for rental equipment that is sold to customers
• Ensures rental equipment that requires annual registration occurs timely and accurately
• Reviews the supporting documentation for new equipment acquisitions for completeness and accuracy
• Processes new business license applications and renewals
• Research requirements for licenses when entering a new jurisdiction
• Creates new vendor or updates existing vendor information in the vendor management module of EBS.
• Assigns a tag number and adds the asset into the system once notified by the Operations Team that the asset has been physically received in the Inventory Center or yard.
• Research and evaluate inventory discrepancies
• Interacts with internal business partners and government agencies
• Perform filing and other duties as assigned
• Handle high volume of paperwork in an organized manner
• Provides high level of customer service to internal and external customers
• Performs other duties as assigned

Skills

Accounts payable

General ledger

Microsoft Excel

Communication

Tools

Mark View

Oracle

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Regular Admin Support Worker Livermore, CA, Livermore, CA, US

Salary Range: $20.87 To $29.86 Hourly

The specific pay rate and level will depend on the successful candidate’s qualifications, prior experience and location.

A Day in the Life

The Document Coordinator helps keep the company’s rental assets compliant with state licensing and regulatory requirements, supports new vendor setup in the accounts payable vendor management module, and receives assets into the inventory module.

What You'll Do

• Registers new rental equipment acquisitions with state agencies
• Releases title for rental equipment that is sold to customers
• Ensures rental equipment that requires annual registration occurs timely and accurately
• Reviews the supporting documentation for new equipment acquisitions for completeness and accuracy
• Processes new business license applications and renewals
• Research requirements for licenses when entering a new jurisdiction
• Creates new vendor or updates existing vendor information in the vendor management module of EBS.
• Assigns a tag number and adds the asset into the system once notified by the Operations Team that the asset has been physically received in the Inventory Center or yard.
• Research and evaluate inventory discrepancies
• Interacts with internal business partners and government agencies
• Perform filing and other duties as assigned
• Handle high volume of paperwork in an organized manner
• Provides high level of customer service to internal and external customers
• Performs other duties as assigned

Must Haves

• Self-motivated, highly organized and ability to manage time independently
• Provides excellent service to internal customers
• Ability to solve problems and establish relationships with external agencies
• Ability to work in a fast paced team oriented environment
• 2+years – experience in accounts payable with general ledger accounting experience
• Previous DMV or other government agency experience helpful
• Experience with accounts payable system/computer skills (Mark View and Oracle preferred)
• Attention to detail, accuracy, strong organizational skills and desire for continuous improvement
• Ability to research complex matters in multiple systems and analyze for appropriate solutions
• A positive and professional attitude
• Possess excellent communications skills and be able to navigate diverse government bureaucracies.
• Proficient in Microsoft Excel

Work arrangements, including hybrid/remote schedules, are subject to change based on business needs, operational requirements, and company policy. Candidates must live within commuting distance of our Livermore, CA office.

Physical Requirements & Role Expectations

• Ability to remain seated and work at a computer workstation for extended periods throughout the workday.
• Ability to frequently use computers, keyboards, mice, telephones, and other technology required to perform job duties.
• Ability to read information on computer screens and maintain attention to detail while performing assigned tasks.
• Occasional standing, walking, reaching, lifting, or movement within a home office, office environment, or other work location as required.

The physical requirements described are representative of those that may be required to successfully perform the essential functions of the applicable job. Requirements may vary by role, location, work environment, and business needs. The Company reserves the right to modify job duties and requirements as business needs change. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job.

Equal Employment Opportunity & Hiring Requirements

Pre-employment screenings are conducted after a conditional offer of employment is extended, in accordance with fair hiring laws. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, on the basis of disability and any other legally protected status. We are interested in every qualified candidate who is legally authorized to work in the United States on a permanent basis. At this time, we do not sponsor employment visas or provide immigration sponsorship now or in the future. Our company uses E-Verify to confirm employment eligibility.

AI Use in Our Interview Process
You are welcome to use AI tools to prepare in advance for our interview process. During interviews, however, candidates should respond based on their own knowledge, experience, and perspective without real-time assistance from AI or another person. This helps us have an authentic conversation and evaluate candidates consistently. If you need a reasonable accommodation to participate in the interview process, please let us know.