Transaction and Document Coordinator
First National Capital Corporation, Irvine, California, United States, 92713
Transaction and Document Coordinator (Equipment Finance)
Location: Irvine, CA (on-site) • Reports to: VP Documentation & Lease Administration
About First National Capital Corp – Irvine, CA We're the architects of CapEx capital. First National Capital designs and delivers creative private-credit solutions for mid-sized and large companies—beyond the limitations of traditional lending. With more than $4.5B funded across equipment, technology, aircraft, and complex projects, clients trust our independent capital strength, speed of execution, and advisory mindset to get high-stakes deals done.
The Opportunity We're hiring entry-level documentation professionals to begin a career in equipment finance. You'll provide critical support to our Documentation team, learning the fundamentals of commercial lease and loan documentation while handling essential administrative and coordination tasks. This is your entry point into the equipment finance industry with a clear path to advance into Documentation Specialist and ultimately Documentation Administrator roles.
This is a foundational role designed for someone eager to learn equipment finance, develop strong organizational skills, and build expertise in transaction documentation and execution.
What You'll Do
Support Documentation Specialists and Administrators
Assist with commercial equipment lease and loan documentation throughout the transaction lifecycle
Prepare documentation for lease and loan transactions in accordance with company standard operating procedures
Log new transactions upon receipt of Letter of Intent and deposit
Communicate effectively with sales, syndication, and external parties to gather information required for accurate documentation
Ensure documents are properly executed and files are maintained in an organized, complete manner
Keep deal‑specific notes and status updated in CRM systems
Handle UCC filings and lien searches
Prepare and file UCC Financing Statements
Order and review UCC lien searches, identifying conflicts and potential issues
Obtain non‑interest letters, release letters, and subordination agreements from lienholders
Review UCC Financing Statements and company status changes; take necessary action
Coordinate with Documentation Specialists and Administrators on complex lien situations
Manage insurance and titling coordination
Request and review insurance certificates for accuracy and completeness
Monitor and track insurance certificate renewals
Coordinate equipment titling process with third‑party services
Ensure proper documentation of insured assets and title perfection
Coordinate vendor invoicing and payments
Enter vendor invoices into tracking systems
Verify wire instructions and confirm payment amounts
Track vendor payments and notify clients/vendors when disbursements are completed
Reconcile vendor invoices and proof of payments as applicable
Maintain organized tracking systems for payment status
Maintain systems and follow‑up processes
Input and update transaction data in LeasePlus and Salesforce throughout the deal lifecycle
Maintain effective processes to ensure follow‑up items are received and cleared promptlyInterface with accounting and other departments to gather lease/loan transaction information
Track and resolve pre‑funding and post‑funding documentation exceptions
Provide favorable customer service by professionally resolving client and vendor issues
What You’ll Bring
2+ years
related work experience in similar capacity and/or the equipment leasing and finance industry
High school diploma or equivalent
(Bachelor's degree or equivalent experience preferred)
Proficient
with Microsoft Office programs (Word, Excel, Outlook)
Working knowledge
of CRM systems (Salesforce.com preferred)
Professional attributes
Highly organized
with strong attention to detail
Self‑motivated
and self‑starter with a sense of urgency
Ability to work independently
and remain professional in high‑stress, high‑volume work environment
Ability to multi‑task and prioritize
while meeting tight deadlines
Solid interpersonal skills
with ability and confidence to interact with all departments and clients
Excellent written and verbal communication skills
Ability to deliver quality and accurate work
consistently
Customer‑focused
approach to resolving client and vendor issues
How Success Will Be Measured Execution quality
Accurate UCC filings with minimal errors or rejections
Complete and organized documentation files that meet audit standards
Timely completion of assigned administrative tasks
Support effectiveness
Positive feedback from Documentation Specialists and Administrators on quality and responsiveness
Proactive communication on potential issues or missing items
Efficient coordination with vendors, clients, and internal teams
Systems & compliance
Current, accurate data in Salesforce and LeasePlus
Follow‑up items tracked and resolved within established timeframes
All administrative processes completed according to company standards
Professional development
Growing knowledge of lease/loan documentation processes
Increasing ability to identify and resolve issues independently
Demonstrated readiness for Documentation Specialist role within 12‑18 months
Why This Role Matters Transaction and Document Coordinators are the foundation of the documentation team's success. You ensure that critical administrative tasks are executed flawlessly, allowing Documentation Specialists and Administrators to focus on complex transaction work.
When you succeed in this role:
Transactions move smoothly through the documentation process without delays
Files are organized and audit‑ready, protecting the company's legal position
UCC filings and lien searches are completed accurately and on time
Vendors and customers receive professional, responsive service
You build the foundational knowledge needed to advance your career
This is where equipment finance careers begin. We're investing in teaching you the business from the ground up.
Growth Opportunities Clear career progression path:
Transaction and Document Coordinator
(12‑18 months) → Learn equipment finance fundamentals and master administrative processes
Documentation Specialist
(12‑18 months) → Begin owning transactions independently with guidance
Documentation Administrator
→ Own full complexity transactions independently across all deal types
This position is the entry point to a clear career path. We're committed to promoting from within and providing the training, mentorship, and opportunities you need to advance.
Why First National
Clear career path
from Coordinator → Specialist → Administrator with defined milestones
Hands‑on training
in commercial equipment finance from experienced team members
Entry point
into a specialized industry with strong earning potential as you advance
Variety and learning
across different industries, equipment types, and transaction structures
Investment in your development
including professional development support and tuition reimbursement
Growing company
where you can build a long‑term career with increasing responsibility
Compensation & Benefits Competitive base salary + performance‑based annual bonus.
401(k), medical/dental/vision, HSA/FSA options, company‑paid life insurance, PTO, tuition reimbursement, and professional development assistance.
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About First National Capital Corp – Irvine, CA We're the architects of CapEx capital. First National Capital designs and delivers creative private-credit solutions for mid-sized and large companies—beyond the limitations of traditional lending. With more than $4.5B funded across equipment, technology, aircraft, and complex projects, clients trust our independent capital strength, speed of execution, and advisory mindset to get high-stakes deals done.
The Opportunity We're hiring entry-level documentation professionals to begin a career in equipment finance. You'll provide critical support to our Documentation team, learning the fundamentals of commercial lease and loan documentation while handling essential administrative and coordination tasks. This is your entry point into the equipment finance industry with a clear path to advance into Documentation Specialist and ultimately Documentation Administrator roles.
This is a foundational role designed for someone eager to learn equipment finance, develop strong organizational skills, and build expertise in transaction documentation and execution.
What You'll Do
Support Documentation Specialists and Administrators
Assist with commercial equipment lease and loan documentation throughout the transaction lifecycle
Prepare documentation for lease and loan transactions in accordance with company standard operating procedures
Log new transactions upon receipt of Letter of Intent and deposit
Communicate effectively with sales, syndication, and external parties to gather information required for accurate documentation
Ensure documents are properly executed and files are maintained in an organized, complete manner
Keep deal‑specific notes and status updated in CRM systems
Handle UCC filings and lien searches
Prepare and file UCC Financing Statements
Order and review UCC lien searches, identifying conflicts and potential issues
Obtain non‑interest letters, release letters, and subordination agreements from lienholders
Review UCC Financing Statements and company status changes; take necessary action
Coordinate with Documentation Specialists and Administrators on complex lien situations
Manage insurance and titling coordination
Request and review insurance certificates for accuracy and completeness
Monitor and track insurance certificate renewals
Coordinate equipment titling process with third‑party services
Ensure proper documentation of insured assets and title perfection
Coordinate vendor invoicing and payments
Enter vendor invoices into tracking systems
Verify wire instructions and confirm payment amounts
Track vendor payments and notify clients/vendors when disbursements are completed
Reconcile vendor invoices and proof of payments as applicable
Maintain organized tracking systems for payment status
Maintain systems and follow‑up processes
Input and update transaction data in LeasePlus and Salesforce throughout the deal lifecycle
Maintain effective processes to ensure follow‑up items are received and cleared promptlyInterface with accounting and other departments to gather lease/loan transaction information
Track and resolve pre‑funding and post‑funding documentation exceptions
Provide favorable customer service by professionally resolving client and vendor issues
What You’ll Bring
2+ years
related work experience in similar capacity and/or the equipment leasing and finance industry
High school diploma or equivalent
(Bachelor's degree or equivalent experience preferred)
Proficient
with Microsoft Office programs (Word, Excel, Outlook)
Working knowledge
of CRM systems (Salesforce.com preferred)
Professional attributes
Highly organized
with strong attention to detail
Self‑motivated
and self‑starter with a sense of urgency
Ability to work independently
and remain professional in high‑stress, high‑volume work environment
Ability to multi‑task and prioritize
while meeting tight deadlines
Solid interpersonal skills
with ability and confidence to interact with all departments and clients
Excellent written and verbal communication skills
Ability to deliver quality and accurate work
consistently
Customer‑focused
approach to resolving client and vendor issues
How Success Will Be Measured Execution quality
Accurate UCC filings with minimal errors or rejections
Complete and organized documentation files that meet audit standards
Timely completion of assigned administrative tasks
Support effectiveness
Positive feedback from Documentation Specialists and Administrators on quality and responsiveness
Proactive communication on potential issues or missing items
Efficient coordination with vendors, clients, and internal teams
Systems & compliance
Current, accurate data in Salesforce and LeasePlus
Follow‑up items tracked and resolved within established timeframes
All administrative processes completed according to company standards
Professional development
Growing knowledge of lease/loan documentation processes
Increasing ability to identify and resolve issues independently
Demonstrated readiness for Documentation Specialist role within 12‑18 months
Why This Role Matters Transaction and Document Coordinators are the foundation of the documentation team's success. You ensure that critical administrative tasks are executed flawlessly, allowing Documentation Specialists and Administrators to focus on complex transaction work.
When you succeed in this role:
Transactions move smoothly through the documentation process without delays
Files are organized and audit‑ready, protecting the company's legal position
UCC filings and lien searches are completed accurately and on time
Vendors and customers receive professional, responsive service
You build the foundational knowledge needed to advance your career
This is where equipment finance careers begin. We're investing in teaching you the business from the ground up.
Growth Opportunities Clear career progression path:
Transaction and Document Coordinator
(12‑18 months) → Learn equipment finance fundamentals and master administrative processes
Documentation Specialist
(12‑18 months) → Begin owning transactions independently with guidance
Documentation Administrator
→ Own full complexity transactions independently across all deal types
This position is the entry point to a clear career path. We're committed to promoting from within and providing the training, mentorship, and opportunities you need to advance.
Why First National
Clear career path
from Coordinator → Specialist → Administrator with defined milestones
Hands‑on training
in commercial equipment finance from experienced team members
Entry point
into a specialized industry with strong earning potential as you advance
Variety and learning
across different industries, equipment types, and transaction structures
Investment in your development
including professional development support and tuition reimbursement
Growing company
where you can build a long‑term career with increasing responsibility
Compensation & Benefits Competitive base salary + performance‑based annual bonus.
401(k), medical/dental/vision, HSA/FSA options, company‑paid life insurance, PTO, tuition reimbursement, and professional development assistance.
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