Position Overview:
The Dealer Documentation Specialist delivers a best-in-class experience by managing the documentation and administrative activities associated with dealer inventory lines of credit. This role is responsible for gathering information, preparing and reviewing documentation, maintaining system records, and supporting timely account activation and funding.
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:
(List in order of time spent)
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Prepare Vendor Program Agreements (VPAs) and related documentation in accordance with credit approvals and proposal terms.
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Generate and distribute dealer line of credit documentation packages consistent with approved credit terms. These may include Floorplan and Security Agreements, Personal and Corporate Guaranty’s as well as Approval, Decline and Program Letters. Follow up to ensure timely execution and receipt of required documents, coordinating with Sales Development Representatives as needed.
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Prepare, file, and update UCC Filings
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Draft and complete activation checklists for new dealer lines and approved line increases. Verify system setup, review credit approvals, executed documentation, and BTA requirements are aligned and accurate.
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Deliver exceptional service to manufacturer and dealer partners. Coordinate with Operations, Risk, Accounting, and Sales teams to ensure timely activation of new lines and provide status updates, reporting, and process improvement recommendations.
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Review daily funding activity for accuracy, initiate fund disbursements, and distribute related reports.
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Verify wire information obtained by the Inventory Finance team to prevent fraud
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Set up and maintain dealer and supplier information in the System
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Draft payoff letters, intercreditor agreements and default letters, as required. If documents need to be negotiated, work with Senior Leadership
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Support SOX audits and walkthroughs by providing complete and accurate documentation to internal and external auditors.
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Assist with Operational Excellence Projects as assigned
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All other duties as assigned
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Act independently; Decision making within company policy
Qualifications
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Minimum of 2 years of related experience within a financial institution or commercial lending environment.
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Prior experience in preparing UCC filing statements and knowledge of the perfection process
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Prior experience in drafting legal documentation and the various requirements that may vary by state or by organizational structure.
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Highly organized, detail-oriented self-starter with the ability to work independently and effectively manage multiple priorities.
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Strong technical proficiency in Microsoft Office applications and business systems, including Word, Excel, Solifi, and OnBase.
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Ability to deliver accurate, timely results while maintaining a strong customer service focus.
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Excellent verbal and written communication skills with the ability to collaborate across multiple departments.
Competencies
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Thinking skills -Problem solving, analytical ability
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Communications – Written communication, ability to transmit information
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Technical and Professional – Through, detail oriented
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Entrepreneurship – Results oriented
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Interpersonal Relationships – Ability to work in a team, interpersonal communications
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Personal Qualities – Being organized, adaptability, action oriented, self-motivated, integrity
KPIs
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Process documentation requests accurately and within established service levels.
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Ensure all daily disbursements are completed accurately and in compliance with fraud prevention and internal control requirements.
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College degree or equivalent experience preferred
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Experience preparing or reviewing commercial loan documentation strongly preferred.
Working Hours:
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Hours may vary and may require overtime depending on business needs
Tools and Equipment Used:
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Personal computer, copier, phone, and other typical office equipment
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Occasional travel related to attendance at industry seminars
Physical Demands:
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Digital dexterity and hand/eye coordination in operation of office equipment
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Light lifting and carrying of supplies, files, etc.
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Ability to speak to and hear customers and/or other employees via phone or in person
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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 $65,500 - $78,000 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
