Administrative Operations Coordinator

Job Description

Job Description

Summary of Primary Functions :

The Administrative Operations Coordinator for Equipment Sales manages the full lifecycle of security interests for high-value machinery. You will ensure that every piece of equipment sold or leased on credit is properly "perfected" under UCC Article 9, protecting the company’s ability to repossess assets in the event of default or bankruptcy.

Essential Functions and Responsibilities : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. ( Other duties may be assigned)

• Lien Research: Conduct pre-sale searches to identify existing liens on a customer's business that might conflict with the company's security interest.
• Portfolio Management: Monitor the 5-year expiration cycle of filings and process UCC-3 Continuations to maintain priority.
• Lien Releases: Promptly file UCC-3 Terminations once a customer has satisfied their payment obligations, ensuring a clean title for the equipment.
• Sales Support: Partner with the Equipment Sales Team to gather necessary debtor information (legal entity names, FEINs) required for valid filings.

Qualifications: The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Valid Drivers License
• Comprehensive understanding of UCC Article 9 specifically related to "Goods" and "Equipment" categories.
• Ability to match serial numbers on invoices perfectly with public records—even minor typos can void a lien
• Familiarity with lien management software (e.g., Lien Solutions) and CRM systems.

Education, Skill, and/or Experience Requirements :

• College Degree in Finance/Accounting or related field or a 2-4 years in equipment finance documentation, commercial lending, or a heavy equipment dealership's finance department.
• Ability to communicate effectively (verbal and written) with teammates and customers.
• Strong organizational skills.
• Strong problem-solving skills.
• Must be able to self-manage/self-motivate.
• PC literate, proficient with MS Office, with an emphasis in Excel and Outlook required.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Quick learner with the ability to think out of the box.
• Positive attitude, good organizations skills.
• Understanding of credit and collections.
• Ability to manage relationships, both internally and externally, and holding teammates and customers accountable.
• Strong ability in negotiation and conflict resolution skills.
• Ability to multi-task in a fast-paced environment with proficient follow-up.
• Ability to manage positive relationships, both internally and externally.
• Good understanding of credit reporting agencies such as Equifax and Cortera, as well as financial statements.
• Willingness to travel as needed. Less than 15% of the time.
• Knowledge of related federal and state laws affecting bankruptcy.
• Knowledge of Uniform Commercial Code (UCC)-Revised Article 9 or equivalent legislation.
• Basic understanding of financial statements

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions, moving mechanical parts, and outside weather conditions. The noise level in the work environment is usually quiet.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit. The employee must regularly lift and/or move up to 50 pounds and occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, and color vision.

We’re an Equal Employment Opportunity and Affirmative Action Employer:

Dobbs Equipment is an Equal Employment Opportunity (EEO) and Affirmative Action employer. We are committed to providing an environment free of discrimination, harassment, and retaliation both for our employees and applicants. We make all employment-related decisions on the basis of an individual’s qualifications and job performance. We recruit, hire, promote, train, transfer, and make compensation decisions without regard to race, religion, color, creed, national origin, ancestry or citizenship status, sex, sexual orientation, gender, genetic information, marital status, pregnancy status, age, disability, protected veteran status, or any other characteristic protected by federal, state, or local law.

Notice to Applicants: We participate in E-Verify in the United States.

Drug Free and Alcohol-Free Workplace Notice.

Dobbs Equipment is an Equal Opportunity and At-Will Employer.