Contract Administrator

The Company

Founded in 1990, Pacific Rim Capital (PRC) is one of the largest independent equipment leasing

companies and payment solutions providers in North America. PRC specializes in financing powered industrial vehicles, transportation fleets, warehouse automation solutions (AGVs), clean energy technology, mobile datacenters, and IT & communications equipment. We are headquartered in Irvine, CA. have grown to over 100 team members and manage a portfolio of nearly $2 billion in equipment assets, proudly serving a roster of valued Fortune 250 companies.

Job Summary

This position is responsible for contract management and administration in line with company policies, legal requirements, and customer specifications. Contract Administrators play a key role in maintaining high client retention. You’ll receive comprehensive training in our business, legal documents, and client relationships to ensure you’re prepared for the complexity and volume of work.

You’ll prepare a range of business and legal documents, including Equipment Lease Schedules, Vendor Purchase Orders, Amendments, Notices of Assignment, and Certificates of Delivery and Acceptance. You’ll also research and resolve contract-related issues and organize large volumes of information with precision.

This role is central to maintaining operational accuracy across systems and client-facing materials. You’ll collaborate with internal teams (Legal, Sales, Account Management, Vendor Management, Pricing, End of Lease) and external clients to draft, customize, and finalize lease documentation. You’ll manage contract data in CRM tools, M-Files, and Excel, monitor document queues, and ensure timely follow-up on outstanding items. The position also requires cross-training in other Operations departments at the discretion of the Director of Operations.

Key Responsibilities

• Prepare and issue legal documents (Equipment Lease Schedules, Amendments, Guaranties, Notices of Assignment, Certificates of Delivery and Acceptance, Vendor Purchase Orders, Cancellation Letters), ensuring all meet SLA timelines and are tracked in internal systems.
• Maintain and review contract data in CRM and document systems (M-Files), ensuring all required fields are complete and accurate before finalizing.
• Serve as the final checkpoint for data accuracy before documents are sent externally.
• Validate CRM data to ensure contract terms, equipment details, and customer information are correct.
• Collaborate with internal teams (Legal, Vendor Management, Pricing, Sales) and external clients to draft, customize, and finalize lease documentation.
• Flag discrepancies or missing information in CRM and escalate to the appropriate team (Sales, Pricing, Vendor Management) for resolution.
• Use CRM tools for pipeline and queue management, ensuring timely execution of workflow activities, clear status updates, and follow-up on outstanding items.
• Participate in weekly team meetings to review KPIs, SLA performance, and queue status. Suggest improvements to document workflows, process flows, and supporting document structures.
• Other duties as assigned.

Requirements

• Fluent in Spanish both verbal and written
• Bachelor’s degree or equivalent work experience
• 2-5 years of experience in preparing, reviewing, and analyzing documents, including reconciliation and validation.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Ability to navigate CRM and other platforms ( G-Drive, SharePoint, M-Files)
• Must have strong attention to detail, organization, and time management
• Strong written and verbal communication skills
• Capable of working in a fast-paced, structured environment
• High standards for accuracy, quality, and follow-through

Compensation and Benefits

• Salary: $25.00-$30.75/hr.
• Performance Bonus: Eligible for a quarterly bonus of up to 10%, bringing the total compensation range to $27.50-$33.83/hr.
• Health Benefits: Comprehensive medical, dental, vision, and life insurance, along with an Employee Assistance Program and 401(k) plan with company match, available for full-time employees.
• Paid Time Off: Accrue three weeks of PTO annually.
• Holidays: Enjoy 15.5 paid holidays throughout the year.
• Work Environment: Flexible hybrid work arrangement available once you are fully integrated into your role.
• Culture Committee: Join our volunteer-based culture committee to help shape our workplace culture.
• Work Environment: We operate with an "Office First" approach, meaning our team works from our office location rather than in hybrid or remote arrangements. That said, we deeply value work-life balance and the well-being of our team members. We maintain significant flexibility to accommodate personal and family commitments, including children's activities, medical appointments, and other important life priorities. Our goal is to foster both strong teamwork through shared workspace and a supportive environment that honors the full lives of our employees.
• Company Activities: Participate in monthly company events and quarterly team-building activities.
• Office Amenities: Work in our modern office located in central Orange County, CA, featuring sit-stand desks and a vibrant atmosphere.
• Refreshments: Daily snacks, along with premium coffee and tea options, provided.

PRC is an equal opportunity employer and is committed to fostering an inclusive and diverse workplace. We welcome and encourage applicants from all backgrounds to apply, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.

If you require a reasonable accommodation during the application or interview process, please contact hr@pacrimcap.com.

We believe that diversity of thought, background, and experience makes us stronger and helps us better serve our employees, customers, and communities.