Documentation Compliance Administrator

DESCRIPTION:

PURPOSE OF JOB:

This position is responsible for reviewing all file documentation for accuracy and completeness.

JOB DUTIES:

Evaluate Documentation to Determine Compliance with Standards

• Determine and validate accuracy of deal structure.
• Issue purchase orders (PO’s) upon verification of compliance and deal structure.
• Issue funding requests upon verification of equipment delivery and ensuring vendor invoice accuracy, including that equipment serial numbers have been completed.

Verify New Lease/Loan Documentation

• Scan all documents into Aspire software on new leases and loans when received from the Title & Registration Manager.
• Review checklists in all lease/loan files for any missing documents.
• Record any missing documents in Aspire.
• Process any missing documents that are forwarded by Leasing Agents.
• Audit missing documents monthly.
• Manage new file workflow and assist with new file compliance reviews.
• Assist with Automated Clearing House (ACH)/wire requests received from Sales Administrators.

Track Uniform Commercial Code (UCC) Filings to Ensure Perfection on Every Leased Asset

• Make sure UCCs are filed within the time limit (­< 20 days from signature date) and monitor pending manual UCC filings by Secretary of State.
• Terminate UCC filings (only by request from customer and as approved by the Vice President of Operations, the Chief Operating Officer, or the Business Unit President).
• Perform UCC and entity searches when necessary.
• Monitor state-by-state requirements on UCC filings and update UCC spreadsheet/documentation.
• Monitor UCC Expiration Report and File Continuations.
• Monitor monthly reporting on new business requiring UCCs to verify all are entered in Lease Plus software and filed within 20-day time period.
• Monitor UCC perfection report.

Prepare Disposal Forms on Contracts Paying Prior to Maturity

• Verify the accuracy of payoff amounts.
• Prepare disposals and associated billing/credits, as necessary.
• Verify Fleet disposals received from the Asset Management Department.

Assist and Back Up the Verification of New Lease/Loan Documentation As Needed

• Scan all documents into Aspire database on new leases and loans when received from the Title & Registration Manager.
• Review checklists in all lease/loan files for any missing documentation.
• Record any missing documents in Aspire database.
• Process any missing documents that are forwarded by Corporate Account Executives (CAEs).
• Keep missing documents in Aspire database up to date on a daily basis.

General

• Ensure prompt and regular attendance.
• Perform other appropriate duties as may be assigned by Management.
• Travel as business needs may require.

Quality & Continuous Improvement

• Personally commit to quality in all aspects of work.
• Provide “World Class Customer Service” for internal and external customers.
• Participate in and promote the established Quality Improvement Process (QIP) for continuous improvement.
• Participate on teams to research, measure, and correct problems and to strive for process improvement.
• Communicate and exemplify the Company’s Mission Statement, Vision Statement, Values, and Philosophy.
• Attend at least ten (10) credit hours of training each calendar year to continue development of work-related skills.

Full-Time Employee Benefit Options Include:

• Health, Dental, & Vision Insurance
• 401(k) Retirement Savings Plan with Company Match, including Roth option
• Flexible Spending Accounts and/or Health Savings Accounts, including potential for company contributions based on annual health risk assessments
• Life and Accidental Death & Dismemberment Insurance
• Short- and Long-Term Disability Insurance
• Supplemental Voluntary Insurance Policies with options for Critical Illness, Hospital Indemnity, and Accidents
• Paid Time Off for Vacation, Sick, and Holidays
• Employee Assistance Program

This does not necessarily list all responsibilities, duties, requirements, or efforts associated with the job.  While this list is intended to be an accurate reflection of the job, the company reserves the right to review and modify as circumstances or business needs require.

QUALIFICATIONS:

Education:

• 2-year college degree is minimally required.

Experience:

• Previous financial experience with a strong understanding of documentation compliance requirements and lien securitization is preferred.

Other Knowledge, Skills, Abilities & Competencies:

• Proficiency in Microsoft Office software, including Outlook, Word, PowerPoint, and Excel.
• Excellent organizational skills while handling multiple tasks/projects simultaneously in a fast-paced environment.
• Demonstrates a high level of energy.
• Excellent detail orientation/accuracy.
• Strong communication skills – written, verbal, presentation, listening skills, etc.
• Ability to effectively work with teams and individuals within the organization.
• Maintains confidentiality.