Documentation Specialist III

Axos Bank; Oregon; Hybrid; USD 68,000 - 77,000; Full time

Benefits offered by this job

Medical, Dental, Vision, and Life Ins.

Paid Sick Leave, 3 weeks' Vacation, &

HSA or FSA account and other voluntary

401(k) Retirement Saving Plan with EMP

Employee Mortgage Loan Program and Axo

Job summary

Axos Bank seeks a Documentation Specialist III to manage the documentation and closing process for commercial equipment lease transactions, ensuring due diligence, credit conditions, and documentation requirements are met before funding.

This role collaborates with Sales, Credit, customers, and third-party partners to drive an exceptional customer experience while identifying, mitigating, and escalating risk as needed. Reports to the Documentation Team Lead.

Qualifications

• 3+ years of experience in commercial lease documentation, contracts, financial services, or a related field
• Strong knowledge of documentation, funding, closing, and business processes
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint
• Strong written, verbal, and interpersonal communication skills

Responsibilities

• Reviews documentation requests that contain vendor purchase orders/invoices, pricing, and determines due diligence requirements against the final credit approvals
• Requests/Interprets 3rd party vendor information for accuracy on customer and collateral; completes due diligence on third parties
• Performs data entry and determines correct documents to use from prior due diligence; processes documentation for sending to the correct party
• Coordinates with 3rd party vendors and customers to set closing dates
• Ensures accurate insurance and active coverage for transactions
• Gathers all elements for a clean close and accurate funding data entry
• Processes the booking of a transaction through a servicing agent
• Clears post-close items within 5 business days of final booking
• Manages workload by monitoring requests and tracking progress
• Communicates with customers, sales, and 3rd party vendors to meet closing timelines
• Partners with internal service areas to complete transactions
• Identifies and resolves exceptions; may train new hires
• Provides responses to inquiries and ad hoc requests for specialized programs
• Offers workflow feedback and supports projects as needed
• Works with in-house counsel when applicable
• Performs other duties as assigned

Skills

Attention to detail

Communication skills

Organizational skills

MS Office

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Office Suite

Microsoft Excel

Microsoft Word

PowerPoint

Job description

Axos BankTarget Range: $68,000.00/Yr. - $77,000.00/Yr.Actual starting pay will vary based on factors including, but not limited to, geographic location, experience, skills, specialty, and education. Eligible for an Annual Discretionary Cash Bonus Target: 10%Eligible for an Annual Discretionary Restricted Stock Units Bonus Target: 10%These discretionary target bonuses may be awarded semi-annually based upon your achievement of performance goals and targets.

Job Summary

The Documentation Specialist III manages the documentation and closing process for commercial equipment lease transactions, ensuring all due diligence, credit conditions, and documentation requirements are satisfied prior to funding. This role reviews and interprets credit approvals, legal and financial documents, lien searches, and vendor documentation to facilitate accurate, compliant, and timely closings. Working closely with Sales, Credit, customers, and third-party partners, the Documentation Specialist III drives an exceptional customer experience while identifying, mitigating, and escalating risk as needed. This position reports to the Documentation Team Lead.

Responsibilities

• Reviews documentation requests that contain vendor purchase orders/invoices, pricing, and determines due diligence requirements against the final credit approvals.
• Requests/Interprets 3rd party vendor information against documentation request package for accuracy on customer and collateral. Completes all necessary due diligence on 3rd party vendor per processes.
• Responsible for completing system required data entry and determining the correct documents to use from prior due diligence, processing documentation to be sent to correct party as described on the documentation request
• Coordinates with 3rd party vendors and customer to determine a closing date
• Following up with customer or agent for accurate and active insurance
• Responsible for gathering all required elements to ensure a clean close; this includes accurate data entry for funding
• Responsible for processing the "booking" of a transaction through a servicing agent
• Responsible for clearing of any post-close items in a timely manner and all system alerts with 5 business days after final booking
• Independently manages workload by monitoring incoming documentation requests as well as tracking work in progress
• Communicating with customers, sales, and 3rd party vendors on open items to meet closing timelines
• Partnering with internal service partners to complete transactions
• Identify and address exceptions and may resolve escalated items
• May assist in training and on-boarding of new hires
• Provide responses and documentation to inquiries and ad hoc requests for one or multiple specialized programs
• Feedback on workflow and work received
• May participate in projects as a resource/subject matter expert
• Working with in-house counsel when applicable
• Other duties as assigned

Qualifications

• High school diploma or equivalent required; bachelor's degree preferred
• 3+ years of experience in commercial lease documentation, contracts, financial services, or a related field
• Strong knowledge of documentation, funding, closing, and business processes with exceptional attention to detail
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint
• Strong written, verbal, and interpersonal communication skills
• Highly organized and self-motivated with the ability to manage multiple priorities and deadlines
• Ability to work independently, exercise sound judgment, and adapt quickly in a fast-paced environment
• Experience training, mentoring, or leading team members preferred
• Commitment to operational excellence, risk management, policy compliance, and customer service
• Ability to approve fundings and document signings within established authorization limits
• Prolonged periods of computer and telephone use; occasional travel may be required

Axos Employee Benefits May Include

• Medical, Dental, Vision, and Life Insurance
• Paid Sick Leave, 3 weeks' Vacation, and Holidays (about 11 a year)
• HSA or FSA account and other voluntary benefits
• 401(k) Retirement Saving Plan with Employer Match Program and 529 Savings Plan
• Employee Mortgage Loan Program and free access to an Axos Bank Account with Self-Directed Trading

About Axos

Born digital-first, Axos delivers financial tools and services that allow individuals, small businesses, and companies to access and manage their money how, when, and where they want. We're a diverse team of dynamic, insightful, and independent innovators who are excited to provide technology-driven solutions that offer unbeatable value to our customers.

Axos Financial is our holding company and is publicly traded on the New York Stock Exchange under the symbol "AX" (NYSE: AX).

Learn more about working at Axos

Pre-Employment Background Check and Drug Test

All offers are contingent upon the candidate successfully passing a credit check, criminal background check, and pre-employment drug screening, which includes screening for marijuana. Axos Bank is a federally regulated banking institution. At the federal level, marijuana is an illegal schedule 1 drug; therefore, we will not employ any person who tests positive for marijuana, regardless of state legalization.

Equal Employment Opportunity

Axos is an Equal Opportunity employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, religious creed, color, sex (including pregnancy, breast feeding and related medical conditions), gender, gender identity, gender expression, sexual orientation, national origin, ancestry, citizenship status, military and veteran status, marital status, age, protected medical condition, genetic information, physical disability, mental disability, or any other protected status in accordance with all applicable federal, state, and local laws.

Job Functions and Work Environment

While performing the duties of this position, the employee is required to sit for extended periods of time. Manual dexterity and coordination are required while operating standard office equipment such as computer keyboard and mouse, calculator, telephone, copiers, etc.

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

E-Verify and Right to Work Notices

Axos participates in the U.S. Department of Homeland Security E-Verify program in all facilities located in the United States. The E-Verify program is an internet-based employment eligibility verification system operated by the U.S. Citizenship and Immigration Services.

IER Right to Work Poster (English/Spanish)

E-Verify Participation Poster (English/Spanish)