Equipment Finance Documentation Specialist

About the role

We are seeking a detail-oriented Lease Specialist to support the documentation, coordination, and administration of equipment leasing transactions. This role will work closely with customers, vendors, sales teams, and internal departments to help move transactions from initial pricing and documentation through funding and vendor payment.

Key Responsibilities

• Communicate with customers regarding pricing, required financial information, outstanding documentation, and transaction status
• Work with customers, vendors, sales representatives, and internal teams to structure and process front-end lease transactions
• Respond to customer questions related to proposals, schedules, lease terms, equipment details, and documentation requirements
• Aid in resolving customer, vendor, and interdepartmental issues in a timely and professional manner
• Ensure customers understand key lease obligations, documentation requirements, and transaction timelines
• Provide a high level of service and support to customers, vendors, and internal business partners
• Enter equipment and transaction details into the leasing system
• Create, organize, and maintain complete and accurate lease files
• Coordinate order placement with outside vendors and assist with invoice reconciliation
• Process documentation required for bank line advances, funding, and vendor payments
• Maintain internal tracking logs to monitor funding needs, outstanding items, and transaction progress
• Prepare accurate lease schedule documentation in accordance with transaction structure and legal requirements
• Partner with sales to support proper account management and transaction follow-through
• Absorb administrative duties, including filing, UCC-related items, email follow-up, phone communication, and troubleshooting as needed

Job requirements

• 1-2 years of equipment leasing or equipment finance experience preferred
• Bachelor’s degree or equivalent professional experience preferred
• Moderate proficiency with Microsoft Word and Microsoft Excel
• Experience with LeaseWave, Microsoft SharePoint, or SSRS reporting is a plus
• Ability to run basic financial calculations
• Strong understanding of customer service, documentation accuracy, and transaction workflow

Skills and attributes

• Strong verbal and written communication skills
• Excellent interpersonal skills with the ability to build cooperative working relationships
• Strong organizational and time management skills
• Ability to manage multiple priorities and meet deadlines
• Closed attention to detail and accuracy
• Ability to work independently and collaboratively with a team
• Comfortable communicating one-on-one and in group settings
• Ability to handle confidential information with discretion
• Professional phone presence and strong follow-up skills
• Comfortable working in a fast-paced, deadline-driven environment

Ideal Candidate Profile

The ideal candidate will have hands-on experience supporting equipment leasing transactions and be comfortable working across sales, operations, customers, vendors, and funding partners. This person should be organized, responsive, accurate, and able to keep transactions moving while providing excellent customer service.

Pay

$60,000 - $90,000 per year

Schedule

On-site

Requirements

Costa Mesa, CA, California