[Hiring] Documentation Specialist III @Axos Bank

Role Description

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.

• 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.

Benefits

• 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.