Equipment Finance Documentation Specialist

Equipment Finance Documentation Specialist | Irvine, CA
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.

The ideal candidate will have prior equipment leasing experience, strong customer service skills, and the ability to manage multiple priorities in a fast‑paced environment.

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

Assist 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

Assist with administrative duties, including filing, UCC‑related items, email follow‑up, phone communication, and troubleshooting as needed

Qualifications

1‑2 years of equipment leasing or equipment finance experience preferred

Bachelor’s degree or equivalent professional experience preferred

Working knowledge of lease documentation, transaction processing, and customer support within a leasing environment

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

Close 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.

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