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Finance Administration Support Specialist

2 months ago

Orlando, Florida, United States AD Solutions Full time
Job Description

**Job Summary**

The Finance Administration Support role is a critical position within AD Solutions, supporting both the finance and sales teams. This role requires a proactive, organized, and detail-oriented individual who can manage financial transactions, assist in budgeting and forecasting, and provide administrative support to the sales team.

**Key Responsibilities**

  • Provide administrative and system support for assigned sales representatives.
  • Assist with administrative and finance functions and projects as requested by management.
  • Cross-train to assist other Leasing associates as needed.
  • Provide support to other Administrative Transaction Specialists as needed.
  • Prepare and review financial reports, invoices, and other documentation needed for Sales/Service.
  • Coordinate and review final lease packages.
  • Set up new customers in the customer database system, obtaining additional information when necessary.
  • Assign master agreement numbers and process through the appropriate systems.
  • Set up new customer account records and correct existing accounts as needed.
  • Process customer data changes and make filing entries of the actions taken.
  • Make outbound calls to obtain necessary information, on behalf of the client, when actual data is unavailable.
  • Collate and record support performance data, collect information as agreed, and maintain records.

**Lease and Contract Management**

  • Lease Portfolio Management.
  • Ensure completeness and accuracy of lease contract documents.
  • Process new lease applications, review documents, and follow up with the respective Account Executive when necessary.
  • Ensure appropriate documentation has been accurately executed for each new lease agreement.
  • Add assets and book leases into the system.
  • Calculate service escalators and input them in the system.
  • Compile customer-facing documents for mailing and scan into the appropriate document repository.
  • Complete the Uniform Commercial Code (UCC) filing process.
  • Process change in payment and extension addendums.
  • Generate and process all Assignment & Assumption documents for Account Executives & Customers.
  • Terminate returned equipment and, if necessary, the corresponding UCC filing.
  • Responsible for all aspects of leasing, including but not limited to lease approvals, lease invoices, lease buyouts/updates.

**Sales and Order Processing**

  • Coordinate with the sales team to ensure accurate and timely order processing and fulfillment.
  • Process address changes/discrepancies between systems.
  • Responsible for all aspects of processing Sales Orders, including complete and accurate submissions, leasing documents, sales orders, service agreements, in/outs, lease returns, and commission sheets.
  • Ensure all calculations are accurate based on MSRP and current approvals and submit for funding.
  • Process all transaction check requests after the deal is funded with accurate and complete documentation.
  • Follow up on funding and payment for all cash deals.
  • Strategize with sales and service on account situation and action plan.

**Customer Service**

  • Research and respond to internal and external customer inquiries quickly and accurately.
  • Effectively communicate with a high volume of internal and external customers about billing and contracts via phone and email.
  • Provide a thorough explanation of and practice consistent adherence to the terms and conditions of various contracts.
  • Demonstrate empathy and understanding of customer concerns.

**Financial and Billing Support**

  • Utilize internal resources to pull original sales and leasing paperwork for internal and external review.
  • Use financial software to review and correct contract billing records with a high level of attention to detail.
  • Determine when credit memos are needed and calculate/issue credit memos using the proper financial codes.
  • Performing financial calculations: Verifying calculations on contracts, such as income, payoffs, rebates, and residuals.
  • Resolving funding issues: Serving as a liaison between dealers, loan officers, and dealer relationship managers.

**Qualifications**

  • Bachelor's degree in Finance, Business Administration, or a related field.
  • 2+ years of experience in finance, sales administration, or a related role.
  • Proficiency in Microsoft Office Suite, particularly Excel & Google sheets.
  • Strong analytical skills with the ability to interpret financial data and create reports.
  • Excellent organizational and time management skills with the ability to handle multiple tasks simultaneously.
  • Strong communication skills, both written and verbal, with the ability to work effectively with cross-functional teams.
  • Should be able to work independently and as a part of a team, and have a high degree of accuracy and attention to detail.