Documentation Coordinator

General Responsibilities

Assist Contract Administrators with commercial equipment lease and loan documentation; UCC Lien Search reviews identifying conflicts, preparation of and assume lead role in obtaining non-interest or release letters, assist with the closing and funding of transactions; work closely with sales reps, syndicators, customers, and vendors; and possess a thorough understanding of the documentation process. Assume the lead role, proactively, in the collection of all information required in order to create documents; collection, tracking, verification, and reconciliation of vendor invoices and proof of payments (as applicable). Ensure documents are properly executed, create and maintain documentation files in an organized and complete manner, maintain an effective process to follow up and clear any document “exception” issues that remain pre and post-funding. Keep deal specific notes and status updated in CRM.

Essential Duties

Prepare documentation for lease and loan transactions and assist Contract Administrators with processing and managing the flow of transactions from origination to funding, in accordance with the Company’s standard operating procedure.

  • Log new transactions upon receipt of LOI and deposit
  • Communicate effectively and work closely with sales and syndication as well as external parties to gather and obtain all information required prior to the official handoff to the documentation department all of which is necessary to generate accurate and complete documentation
  • Prepare and file UCC Financing Statements
  • Review UCC Financing Statements and company status changes and take necessary action
  • Order and review UCC lien searches and obtain applicable non-interest letters or subordination agreements
  • Request and review insurance certificates for accuracy; monitor and track renewals
  • Manage equipment titling process with third parties
  • Enter vendor invoices into various systems for tracking
  • Verify wire instructions and confirm payment amounts
  • Notify clients/vendors when disbursements are completed
  • Interface with accounting and other departments that provide various information regarding lease and loan transactions


Provide a favorable customer service experience by resolving client and vendor issues

Possess working knowledge of lease accounting system for data entry, audit, invoicing and booking.

Maintain effective process and close communication with multiple departments and clients to ensure that “follow-up” items are received in a prompt and timely manner.

Why First National?

Application Requirements



401(k) & ESOP

Paid Time Off/Vacation

President's Club

Tuition Reimbursement

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