Leasing Operations Coordinator
Salary: $48,000 - $50,000 annually
Preferred Business Systems, Inc., a leading business technology solutions provider in New Jersey for over 25 years, has an exciting opportunity available for someone seeking a position in leasing administration. We are looking for someone with a positive attitude, strong organizational skills, and exceptional attention to detail to join our fast-paced office in Whippany, NJ. In this role, you will be a key contributor to our leasing operations by supporting the funding process, managing passthrough administration, and serving as a primary resource for routine leasing inquiries.
Key Responsibilities
Passthrough Administration
- Receive, review, and process lease payments from leasing companies.
- Verify the accuracy and completeness of lease payments.
- Research payment discrepancies and coordinate resolutions.
- Update contracts and records to accurately reflect leasing company payments.
- Reconcile passthrough transactions and maintain ongoing accuracy of the passthrough process.
Leasing & Funding Support
- Submit and track credit applications with leasing companies.
- Monitor approval status and communicate updates to internal teams.
- Collect and verify required documentation prior to funding.
- Maintain funding trackers and leasing reports.
- Track deal progression and assist in moving transactions through the funding process.
- Maintain accurate lease records and customer files.
- Assist with administrative lease changes and contract maintenance.
Customer Service & Administrative Support
- Respond to routine leasing questions from customers and sales representatives.
- Provide copies of leases, proposals, invoices, and other leasing documentation.
- Assist with trade-up and buyout quote requests.
- Answer incoming calls and provide administrative support as needed.
- Coordinate communication between customers, leasing companies, sales representatives, and internal departments.
- Escalate complex customer concerns to management when appropriate.
Administrative & Operational Support
- Perform billing-related administrative functions accurately and efficiently.
- Assist management with departmental projects, process improvements, and administrative initiatives.
- Maintain organized electronic records and documentation.
- Identify opportunities to improve workflows and operational efficiency.
- Support the Administrative Services team with additional duties as assigned.
Qualifications and Requirements
- High School Diploma or equivalent required.
- Minimum of 2 years of experience in administrative support, leasing administration, billing, customer service, or a related office environment.
- Experience with billing, invoicing, payment processing, or financial recordkeeping preferred.
- Experience answering multi-line phones and providing professional customer service.
- Experience assisting management with projects, reporting, and administrative tasks.
- Strong attention to detail and accuracy.
- Excellent organizational, time management, and problem-solving skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Excellent written and verbal communication skills.
- Proficiency with Microsoft Office 365, particularly Excel and Outlook.
- Comfortable learning new software and technology.
- Experience using AI tools (such as ChatGPT, Microsoft Copilot, or similar productivity tools) to improve efficiency and support administrative tasks is preferred.
- Ability to work collaboratively with multiple departments while also working independently.
Preferred Business Systems is an Equal Opportunity Employer.
Pay: $48,000.00 - $50,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
