Team Lead, Operations

Job Description

Job Description

Position Overview

The Team Lead, Operations is responsible for managing a best-in-class North America Inventory Finance (NA IF) Operations team managing administrative and operational functions relating to inventory line of credit requests, vendor program agreements and systems configuration. This role encompasses the day-to-day supervision of the Inventory Finance Operations staff. This includes drafting and reviewing documentation, system set up, lien perfection and process improvement. The Team Lead, Operations primary areas of focus include vendor and dealer facing functions, communicating pain points in the process and interfacing with varied groups outside the Inventory Finance Team including Accounting, Compliance and IT.

Commitment to Internal Control:

The incumbent must understand, abide and uphold the system of internal controls related to the essential duties and responsibilities of the position.

Essential Duties and Responsibilities:

• Lead alignment efforts to integrate US and Canada Operations teams and operate as NA IF team.
• Develop consistency by identifying and implementing best practices, seek opportunities to refine processes, build efficiencies and automate where possible.
• Prepare Vendor Program Agreements consistent with credit approval terms and proposal letters. Once executed Vendor documents are received draft, tag and test documentation (including E-Signature documents) for upload into the Vision systemin accordance with VPA. If there are any program changes, update Vision document package accordingly ensuring the Documentation team has access to the correct documents.
• Prepare, file and update UCC Filings
• Assist with Operational Excellence Projects as assigned
• Review documents prepared by the Dealer Documentation Specialist and complete the Inventory Finance Dealer Checklists as defined by the IF SOX Narrative. Review the system set up and activate the dealer, linking dealer plans per the credit approval.
• Maintain high level of proficiency in Compass, including plan creation, Dealer and Supplier creation
• Manage SOX walk by providing required documentation to internal and external auditors
• Provide excellent customer service to all manufacturer and dealer partners.
• Ensure all new lines are activated in a timely and efficient manner, coordinating with Ops, Risk and Accounting. Provide ongoing status updates and reporting to Management as required, make recommendations when pain points are encountered.

• Set up new Vendor lines in the Wholesale system per the terms and conditions in the Vendor credit approval and vendor documentation.
• Maintain the Inventory Finance pipeline report, which tracks the status of all prospective dealers for the business unit. Run the weekly pipeline meeting with Sales, Credit and Operations, keeping the teams updated on all progress and potential issues.
• Assist the documentation team as needed, in generating systemic documents in accordance with credit review
• Review daily fundings for booking accuracy, initiate funds disbursement and send reports as needed
• Review pending order requests for the funding team
• Provide training/coaching and prepare annual employee performance evaluations for Operations team members
• Process restructure requests in the Wholesale System as approved by leadership
• Verify that wire information obtained by the Inventory Finance team passed a GIACT test or was verified by the seller with a phone call
• Draft payoff letters, intercreditor agreements and default letters as required. If documents need to be negotiated work with GM and Senior Risk Officer
• All other duties as assigned

Key Performance Indicators:

• Turning approvals and documents in a timely manner
• Continuously working to improve operational efficiently

Responsibility and Decision-Making Authority:

• Act independently; Decision-making within Company policy.

Management/Supervisory Responsibilities:

• Responsible for the day to day management of the Inventory Finance Operations team

Qualifications

Knowledge, Skills, and Abilities:

• 5 years of experience in Inventory Finance
• Highly organized, detail oriented self-starter, ability to work with minimal supervision
• Strong computer skills – Microsoft Word, Excel, Vision, Wholesale System and Onbase
• Ability to produce accurate and timely results while maintaining a customer service attitude
• Excellent communication skills, oral and written, with ability to work well with employees in multiple departments

Education and Experience:

• Minimum of 5years experience in Inventory Finance Dealer Documentation or Operations experience
• Commercial loan documentation preparation, or review experience a plus

Tools and Equipment Used:

• Personal computer, copier, phone, and other typical office equipment

Working Hours:

• Hours may vary and will require some evening work; frequently requires working 40-45 hours/week depending on business needs

Travel:

• Occasional travel related to transactions and attendance at industry seminars.

Physical Demands:

• Digital dexterity and hand/eye coordination in operation of office equipment
• Light lifting and carrying of supplies, files, etc.
• Ability to speak to and hear customers and/or other employees via phone or in person
• Body motor skills sufficient to enable incumbent to move from one office location to another

The job description does not constitute an employment contract, implied or otherwise, other than an “at will” relationship and is subject to change by the employer as the needs of the employer and requirements of the job change.

The position is exempt and the salary will be between $80,956 - $91,804 with an opportunity to earn a discretionary annual bonus.

The salary range is determined and based on internal equity, market data/ranges, applicant's skills, prior relevant experience and education.

Additional benefits:

- Medical, Dental, and vision plans

- 401(k) and matching

- Paid Time Off

- Company Paid Life Insurance

- Employee Assistance Program

- Training and Development Opportunities

- Employee Discounts