Licensing Specialist (Canada)

Holman is a global automotive leader that serves both commercial and consumer clients The Holman Way by always doing the right thing for our people, our customers, and the community since 1924. The Holman story began nearly a century ago as a single Ford dealership in New Jersey. Today, Holman, headquartered in Mount Laurel, New Jersey, is one of the largest family-owned automotive service organizations in North America with more than 6,500 employees across North America, the UK, and Germany.

Holman delivers a unique range of automotive-centric services including industry-leading fleet management and leasing; vehicle fabrication and upfitting; component manufacturing and productivity solutions; powertrain distribution and logistics services; commercial and personal insurance and risk management; and retail automotive sales as one of the largest privately owned dealership groups in the United States. Guided by its deeply rooted core values and principles, Holman is continuously Driving What’s Right.

Principal Purpose of Position:

This primary purpose of this role is to support the Licensing Department renewals process through processing vendor payments for renewals. Secondary purpose is to support payments for violations/toll/IFTA IRP program charges for all provinces. Responsibilities also include actings as the subject matter expert for the Personal Property Security Act, ensuring that all Holman leased assets have a security interest registered with the appropriate provinces. This role will also support the Licensing team through various administrative tasks related to initial licensing, province transfers & renewal activity, including the mailing/courier of documents, to meet client SLAs.

Know-how

The candidate should understand basic licensing processes within the various Provinces in Canada. Experience in processing invoices accurately with proper accounting coding is important. Administrative excellence is needed with a high level of accuracy for data entry and an eye for detail.

Education and/or Training:

University or College bachelor’s degree is preferred.

Relevant Work Experience:

Accounts Payable experience. Microsoft Office knowledge, including intermediate Excel skill. 3+ years in a professional corporate setting is preferred; Automotive/licensing knowledge would be an asset

Planning/Organizing/Managerial Knowledge:

Responsible for work related to the licensing department where multiple outputs are occurring at the same time: Renewals, Violations, Province Transfers, all of which require payment processing to support each activity for our clients. Violations, IFTA/IRP & Toll invoices are time sensitive and require analysis, compilation & processing for payment. General administrative skills are needed to keep track of multiple tasks and projects at the same time. Detailed, quality work is a necessity to be successful.

Communicating & Influencing Skills:

• Strong verbal and written communication skills
• Strong interpersonal and customer service skills
• Ability to respond to urgent requests from internal and/or external customers, with poise
• Ability to work independently & with other team members within department to achieve team goals
• Must have the ability to communicate effectively with all levels of employees, customers and vendors
• Excellent organization silks, proactive, organized approach to multitasking
  
  

PROBLEM SOLVING

The problems are similar to each other and have a limited number of predefined solutions. Standing procedures/plans and/or a structured routine directs the problem solving process.

• % of all problems: 50%
• Example: Renewals invoicing processing is normally straightforward, completing pre-determined forms that AP requires & providing matching back up to support the payment. Sometimes, the invoice and the supporting back up don’t match, which requires some digging and research to ensure a 100% match. If you cannot resolve this independently, assistance from an Analyst or supervisor may be required, where you would need to be able to identify the issue at hand.
  
  

The problems encountered are dissimilar and typically have a number of solutions. The solutions may be derived from a general plan or a flexible routine may be utilized to solve problems of this type.

Example: Daily violation invoices from dealers need to be assessed, identified and paid to ensure client vehicles can be registered in a timely fashion. Sometimes, a dealer will have paid an outstanding violation on behalf of a client and has not provided the proper back up for Holman to invoice the client properly. The dealer has not followed procedure but is a valuable vendor and would be out of pocket if not reimbursed.

Ideally, you will resolve the situation with the dealer in several different ways:

• Making a one-time exception to pay the dealer, which would require agreement from the customer to charge multiple vehicle violations on one bill.
• Alternatively, you can talk it through with the dealer, where you would get them to absorb this cost.
• Or finally, as a pro-active approach, you can work with key dealers to allow Holman to pre-pay these violations directly with the Ministry office when they face this situation in the future.
• None of these solutions is ideal, and there is always time pressure to resolve the situation and keep vendors and clients happy.
• Example: PPSA registration is required for each client contract that Holman receives where there is a leasing component. While we use a third-party service to register the client legal entity name, it’s critical that the correct company name is accurately registered. There are often a number of legally registered company names in various provinces where it requires research using multiple sources to ensure Holman is using the correct entity to register an interest in the vehicles we lease to customers.
• Sometimes, the research requires multiple steps and analytical skills to match a contract with our PPSA entity provider’s recommended company name.
• The SOP for this function is more than 15 pages and is required to be followed when processing questions arise. Comprehension of the SOP and application of Holman’s approved protocol are critical to ensure our interests are protected.
  
  

Outputs

• Responsible for Holman’s Licensing & Compliance data entry and integrity
• SME in PPSA
• Develops a strong understanding and executes all payables functions for department
• Develops and maintains an active knowledge of Licensing documents and systems
• Provides flexible support to multiple areas to more efficiently distribute workload
  
  

#hybrid

Pay:

We offer competitive wages that are commensurate with job-related skills, experience, relevant education or training, and geographic location, starting in the range of $25.98 - $37.67 CAD per hour.

At Holman, we exist to provide rewarding careers and better lives for employees and their families. We hire, train, empower, and reward exceptional people. Our journey is guided by our desire to get it right every time and the acknowledgement that we have an opportunity to be better. To be better, we have to do better, and to do better we must know better. That’s why we are listening, open to learning new things – about ourselves and each other. We will never stop striving for improved diversity, equity, and inclusion because we are successful together when we feel trusted and supported. It’s The Holman Way.

Holman is a proud equal opportunities employer and we are committed to creating a welcoming, inclusive and barrier-free workplace. We are committed to providing accommodations to all applicants throughout the interview process, upon request, in all aspects of the selection process. We employ artificial intelligence (AI) technology as part of our recruitment process to enhance efficiency and objectivity.