OTC Leasing Specialist

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Responsibilities :

JOB PURPOSE/MISSION/SUMMARY:

The Leasing Specialist is responsible for the end-to-end administration and operational execution of leasing and non‑leasing transactions across the EMEA region. The role ensures accurate deal validation, documentation, funder engagement, and timely funding in alignment with internal policies, funder requirements, and customer authorizations.

This position supports Sales and Finance by managing lease documentation, deal structuring reviews, payment processing, settlements, commissions, and end-of-lease activities, while maintaining data accuracy across Smartsheet and related systems. The Leasing Specialist acts as a key liaison between Sales, Funders, Finance, and Operations to resolve queries, uphold compliance standards, and deliver a high‑quality customer experience throughout the lease lifecycle.

KEY ROLES & RESPONSIBILITIES / KEY JOB FUNCTIONS:

Primary Responsibilities:

• Validate new leasing and non-leasing deals by reviewing and forwarding deal paperwork, lease documents, summary sheets, and approvals to funders to ensure accuracy and readiness for processing.
• Propose lease deals to funders to obtain credit approval and confirmation to proceed.
• Propose and manage XBS Cash, non-lease, and third-party funder deals in line with internal and funder requirements.
• Update and maintain Smartsheet with confirmation of validated deals, queries raised, commission values, credit notes, payments received, paid dates, and agreement numbers.
• Liaise closely with Sales, Finance, Funders, and Operations to support deal progression, resolve issues, and ensure timely funding and payment receipt.
• Assist Sales with completing lease documentation for customer signature and ensure documentation completeness and compliance.
• Send lease documents to customers via DocuSign and other e-signature platforms upon Sales request.
• Arrange re-signing of lease and related documents due to errors, incorrect information, or incorrect signatories.
• Review deal structures against customer profiles, RRP, and equipment supplied to confirm alignment with funder and policy requirements.
• Manage document fee and annual charge waiver requests with funders at Sales or customer request.
• Calculate commission due on all deals and update records accordingly within Smartsheet and related systems.

Key Deliverables:

• Accurate and timely validation, processing, and funding of lease and non-lease deals.
• Maintained accuracy and integrity of Smartsheet and leasing documentation.
• Timely resolution of queries to support on-time payment and customer satisfaction.
• Effective collaboration with Sales, Finance, Funders, and Operations teams.
• Compliance with internal controls, audit requirements, and funder agreements.

COMPETENCIES, SKILLS, KNOWLEDGE & ABILITIES:

Skills / Competencies:

• Strong understanding of lease structures and funder requirements
• High attention to detail and excellent documentation accuracy
• Strong stakeholder management and communication skills
• Ability to manage multiple deals and priorities simultaneously
• Proficiency with Smartsheet, DocuSign, and leasing systems
• Problem-solving mindset with a focus on resolution and customer experience

Behavior 

• Proactive and Empowered
  • Thinks ahead and anticipates actions
  • Self-motivated to enhance and simplify programs, processes, and experiences
  • Take actions based on observed needs without waiting for direction
• Creative
  • Moves with speed and urgency to actively address the needs of the business
  • Innovates to do things differently, more simply and effectively
  • Pivots quickly to address unanticipated obstacles
• Accountable
  • Accepts responsibility for decisions and actions
  • Acknowledges and learns from experience
• Collaborative
  • Inclusive of others to reach the best solution
  • Shares information and success with others
  • Expands understanding by seeking other's perspectives
• Customer-focused
  • Moves decisively to solve customer and business challenges
  • Acts with passion and conviction in interactions with customers, partners, and colleagues

EDUCATION, EXPERIENCE & CERTIFICATIONS BASIC REQUIREMENTS:

• Education: Bachelor’s degree in business or related field (preferred).
• Experience: 1-3 years in order entry or customer service.
• Certifications: Not applicable.

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