Transaction and Document Coordinator

First National Capital Corporation; Irvine (CA); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Clear career path

Hands-on training in equipment finance

Tuition reimbursement

Paid vacation and PTO

Team events and outings

In-office Irvine, CA — Mon-Fri

Job summary

First National Capital Corporation in Irvine, CA is hiring an entry-level Documentation Coordinator to support the Documentation team. You will learn equipment finance basics and handle administrative tasks while supporting lease and loan documentation.

You will assist with UCC filings, lien searches, insurance certificates, titling, and invoicing. This role offers a clear path to Documentation Specialist and Administrator as you gain experience.

Qualifications

• 2+ years related work experience in equipment leasing/finance or similar field.
• High school diploma or equivalent (Bachelor’s degree preferred).
• Proficient with Microsoft Office programs (Word, Excel, Outlook).
• Working knowledge of CRM systems (Salesforce.com preferred).

Responsibilities

• Assist with commercial equipment lease and loan documentation throughout the transaction lifecycle.
• Prepare documentation for lease and loan transactions per procedures.
• Log new transactions upon receipt of LOI and deposit.
• Coordinate with sales, syndication, and external parties to gather required information.
• Ensure documents are executed and files are organized and complete.
• Maintain deal notes and status in CRM systems.
• Prepare and file UCC Financing Statements and review lien searches.
• Obtain non-interest letters, release letters, and subordination agreements from lienholders.
• Coordinate insurance certificates and equipment titling processes with third parties.
• Enter vendor invoices, verify wire instructions, track payments, and reconcile invoices.
• Update transaction data in LeasePlus and Salesforce; ensure follow-ups are cleared.

Skills

Microsoft Office

CRM systems (Salesforce.com)

Organizational skills

Communication skills

Attention to detail

Independent work

Education

High school diploma or equivalent

Bachelor’s degree or equivalent experience preferred

Tools

CRM: Salesforce.com

Job description

We're hiring entry-level documentation professionals to begin a career in equipment finance. You'll provide critical support to our Documentation team, learning the fundamentals of commercial lease and loan documentation while handling essential administrative and coordination tasks. This is your entry point into the equipment finance industry with a clear path to advance into Documentation Specialist and ultimately Documentation Administrator roles.

This is a foundational role designed for someone eager to learn equipment finance, develop strong organizational skills, and build expertise in transaction documentation and execution.

What You'll Do

Support Documentation Specialists and Administrators

• Assist with commercial equipment lease and loan documentation throughout the transaction lifecycle
• Prepare documentation for lease and loan transactions in accordance with company standard operating procedures
• Log new transactions upon receipt of Letter of Intent and deposit
• Communicate effectively with sales, syndication, and external parties to gather information required for accurate documentation
• Ensure documents are properly executed and files are maintained in an organized, complete manner
• Keep deal-specific notes and status updated in CRM systems

Handle UCC filings and lien searches

• Prepare and file UCC Financing Statements
• Order and review UCC lien searches, identifying conflicts and potential issues
• Obtain non-interest letters, release letters, and subordination agreements from lienholders
• Review UCC Financing Statements and company status changes; take necessary action
• Coordinate with Documentation Specialists and Administrators on complex lien situations

Manage insurance and titling coordination

• Request and review insurance certificates for accuracy and completeness
• Monitor and track insurance certificate renewals
• Coordinate equipment titling process with third-party services
• Ensure proper documentation of insured assets and title perfection

Coordinate vendor invoicing and payments

• Enter vendor invoices into tracking systems
• Verify wire instructions and confirm payment amounts
• Track vendor payments and notify clients/vendors when disbursements are completed
• Reconcile vendor invoices and proof of payments as applicable
• Maintain organized tracking systems for payment status

Maintain systems and follow-up processes

• Input and update transaction data in LeasePlus and Salesforce throughout the deal lifecycle
• Maintain effective processes to ensure follow-up items are received and cleared promptly
• Interface with accounting and other departments to gather lease/loan transaction information
• Track and resolve pre-funding and post-funding documentation exceptions
• Provide favorable customer service by professionally resolving client and vendor issues

What You'll Bring

Required:

• 2+ years related work experience in similar capacity and/or the equipment leasing and finance industry
• High school diploma or equivalent (Bachelor’s degree or equivalent experience preferred)
• Proficient with Microsoft Office programs (Word, Excel, Outlook)
• Working knowledge of CRM systems (Salesforce.com preferred)

Professional attributes:

• Highly organized with strong attention to detail
• Self-motivated and self-starter with a sense of urgency
• Ability to work independently and remain professional in high-stress, high-volume work environment
• Ability to multi-task and prioritize while meeting tight deadlines
• Solid interpersonal skills with ability and confidence to interact with all departments and clients
• Excellent written and verbal communication skills
• Ability to deliver quality and accurate work consistently
• Customer-focused approach to resolving client and vendor issues

Why this Role Matters

Transaction and Document Coordinators are the foundation of the documentation team’s success. You ensure that critical administrative tasks are executed flawlessly, allowing Documentation Specialists and Administrators to focus on complex transaction work.

When you succeed in this role:

• Transactions move smoothly through the documentation process without delays
• Files are organized and audit-ready, protecting the company’s legal position
• UCC filings and lien searches are completed accurately and on time
• Vendors and customers receive professional, responsive service
• You build the foundational knowledge needed to advance your career

This is where equipment finance careers begin. We're investing in teaching you the business from the ground up.

Clear career progression path:

• Transaction and Document Coordinator (12-18 months) → Learn equipment finance fundamentals and master administrative processes
• Documentation Specialist (12-18 months) → Begin owning transactions independently with guidance
• Documentation Administrator → Own full complexity transactions independently across all deal types

This position is the entry point to a clear career path. We're committed to promoting from within and providing the training, mentorship, and opportunities you need to advance.

Why First National

• Clear career path from Coordinator → Specialist → Administrator with defined milestones
• Hands-on training in commercial equipment finance from experienced team members
• Entry point into a specialized industry with strong earning potential as you advance
• Variety and learning across different industries, equipment types, and transaction structures
• Investment in your development including professional development support and tuition reimbursement
• Growing company where you can build a long-term career with increasing responsibility
• Paid vacation and PTO
• Team events, outings, and professional sports attendance
• Full-time, Monday-Friday, in-office (Irvine, CA)