Senior Documentation Specialist

Job Description

We are seeking a highly skilled Senior Documentation Specialist to manage the administration of contracts and documentation for all businesses within BPCE ES USA. This role will focus particularly on direct vendor operations and syndication buy/sell transactions.

Essential Duties and Responsibilities:

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• Create, review, and follow up on various types of documentation, including leases, loans, conditional sales contracts, sales and assignments, as well as program and agency agreements.
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• Prepare comprehensive document packages for processing.
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• Review document modifications, draft addendums and two-way letters, and collaborate with external counsel on complex amendments.
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• Conduct daily reviews and approvals of funding packages, ensuring validation of pricing, completeness of documentation, pass-throughs, discount accounting, and applicable holdbacks.
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• Meet vendor service level agreements for documentation preparation, bookings, and inquiries; coordinate legal reviews with both internal and external counsel as necessary.
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• Set up and book contracts in the system, maintaining a strong focus on accuracy and validation.
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• Manage a delayed funding tickler to ensure timely remittance of funds.
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• Interface daily with Sales, Credit, and Finance teams to support volume goals.
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• Engage with vendors and end-users as needed.
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• Serve as a liaison with the back office to address issues and resolve discrepancies.
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• Document and execute all post-funding changes, including transfers, assumptions, extensions, and add-ons.
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• Manage annual renewals for UCC filings and insurance.
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• Organize files for document retention, offsite storage, and scanning.
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• Conduct UCC searches and clear any intervening liens.
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• Review and refine processes and procedures, implementing best practices where applicable.
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• Verify tax treatments and special handling requirements.
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• Validate insurance coverage and conduct follow-up as necessary.
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• Participate in projects as directed by management or based on business needs.
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• Assist in new program and product reviews to ensure alignment with customer expectations.
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• Audit compliance standards to ensure adherence to policies.
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• Engage in permanent supervision, RCSA, and internal/external audits, addressing compliance issues and projects.
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Qualifications:

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• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.
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• JD or Paralegal degree is a plus.
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• Proficient working knowledge of lease and loan documentation requirements, including substitution language.
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• A minimum of 10 years of experience in secured lending with a proven background in the industry.
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• Strong understanding of the Uniform Commercial Code (UCC) and familiarity with recent Article 9 changes and issues.
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• Proficient in UCC filings and amendments, including inventory filings.
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• Experience working with vendors, external customers, and remote sales teams.
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• Excellent decision-making and problem-solving skills.
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• Strong interpersonal and communication skills (both written and verbal); a collaborative team player.
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• Exceptional analytical, organizational, and detail-oriented skills.
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• Proactive and adaptable in a fast-paced learning environment.
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• Ability to prioritize and manage workload in a dynamic, deadline-centric environment.
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• Strong customer and vendor service orientation.
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• Self-starter with a results-driven mindset.
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• Knowledge of industrial and high-tech financing sectors, as well as syndication buy/sell processes, is preferred.
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• Capability to maintain and refine processes and controls.
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• Focus on data integrity and high-quality outputs.
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• Familiarity with titled vehicle requirements and aircraft finance is a plus.
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• Proficient in Microsoft Word, Excel, and Outlook.
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• Experience with LeaseWorks and Salesforce is advantageous.
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Why Join Us? At BPCE ES USA, we believe in fostering a collaborative and innovative work environment where your skills can shine. If you are a detail-oriented professional with a passion for documentation and compliance, we encourage you to apply and be a part of our dynamic team!

The salary range for this position will be between $90,000 - $135,000. BPCE Equipment Solutions is required by law to include a reasonable estimate of the compensation range for this role. Actual base salary will vary and will be based on several factors, including, but not limited to, relevant experience, education, and skill set, as well as other business and organizational needs. Base salary is only one component of our total rewards package, and BPCE Equipment Solutions also offers a generous benefits package.