Documentation and Funding Administrator

About First National Capital Corp – Irvine, CA

We're the architects of CapEx capital. First National Capital designs and delivers creative private-credit solutions for mid-sized and large companies—beyond the limitations of traditional lending. With more than $4.5B funded across equipment, technology, aircraft, and complex projects, clients trust our independent capital strength, speed of execution, and advisory mindset to get high-stakes deals done.

The Opportunity

We're hiring a detail-oriented professional to own the documentation and funding process for complex equipment finance transactions. You'll be the operational backbone that transforms approved deals into funded transactions—ensuring every UCC filing, landlord waiver, vendor invoice, and funding package is accurate, complete, and on time. Think precision execution meets customer service: you'll work across Sales, Credit, Syndication, and Accounting to deliver flawless documentation that protects the company's legal position and keeps deals moving to close.

What You'll Do

Prepare and verify documentation packages (hands-on execution)

• Prepare complete documentation packages for lease and loan transactions from initial document request through booking and funding stages.
• Perform thorough analysis, verification, and audit of all documentation to ensure files are complete, organized, accurate, and prepared in accordance with credit and funding approvals.
• Assemble master leases, equipment schedules, promissory notes, guaranties, riders, and other standard transaction documents using company templates and negotiated documents.
• Review and verify all deal-specific transaction documentation, structure, pricing, and payment procedures prior to delivery to the Vice President for funding.

Coordinate lien perfection, property waivers, and insurance requirements

• Prepare and file UCC Financing Statements; order and review UCC lien searches to ensure proper lien perfection.
• Obtain non-interest letters, subordination agreements, landlord waivers, and mortgagee waivers as required by transaction structure.
• Process lien perfection on Certificates of Title for titled equipment.
• Review insurance certificates to verify coverage requirements are met.
• Understand and verify organizational documents and signature requirements.

Manage vendor coordination & progress payments

• Gather, organize, and accurately maintain vendor invoices and track payments to vendors, including progress payments.
• Ensure timely and accurate payment to vendors within the parameters of the credit approval.
• Coordinate vendors invoicing, delivery, acceptance, and payments.
• Maintain organized tracking systems that provide visibility into vendor payment status and the outstanding items needed before payment.

Support funding execution and exception resolution

• Coordinate final documentation preparation and assist with review process with funding sources.
• Prepare and deliver complete funding packages that meet funding source requirements and timelines.
• Maintain an effective process to follow up and clear any document "exception" issues that remain post-funding.
• Resolve documentation items promptly to prevent funding delays and ensure clean file closeout.

Provide customer service and cross-functional support

• Work closely with sales reps, customers, and vendors to resolve client and vendor issues.
• Interface with finance, accounting, and other departments that provide information regarding lease and loan transactions.
• Communicate proactively on deal status, requirements, and timelines across all stakeholders.
• Provide a favorable customer service experience throughout the transaction lifecycle.

Maintain systems and ensure compliance

• Input, update, and maintain accurate deal data in LeasePlus for data entry, audit, invoicing, and booking.
• Update Salesforce with current deal status and documentation milestones throughout the transaction lifecycle.
• Ensure all documentation files are complete, organized, audit-ready, and stored according to company standards.
• Maintain effective processes to ensure follow-up items are received and resolved in a prompt and timely manner.

What You'll Bring

Required:

• 3+ years in equipment leasing/finance documentation and funding (hands-on transaction execution experience in large ticket, complex leasing preferred).
• High school diploma or equivalent (Bachelor's degree or equivalent experience preferred).
• Familiarity with equipment finance documentation:
• Master leases, equipment schedules, and amendments
• Promissory notes, guaranties, security agreements, and riders
• TRAC leases, Split-TRAC leases, FMV leases, First Amendment leases, and other transaction structures
• Insurance certificate requirements, organizational documents, and signature authority verification.
• Strong working knowledge of UCC lien perfection and filing procedures.
• Experience obtaining landlord waivers, mortgagee waivers, non-interest letters, and subordination agreements.
• Systems proficiency: LeasePlus (or other lease accounting systems) and Salesforce.com preferred; advanced Microsoft Office (Word, Excel, Outlook).

Professional attributes:

• Detail-obsessed: You catch what others miss and understand that documentation accuracy protects both the company and the customer.
• Highly organized: You manage multiple active deals at various stages without dropping balls or missing deadlines.
• Self-motivated: You take initiative, solve problems proactively, and don't wait to be told what needs to happen next.
• Strong communicator: You provide clear, timely updates to internal teams and external parties; solid written and verbal communication skills.
• Customer-focused: You create positive experiences even when resolving complex issues or delivering difficult news.
• Collaborative: You work seamlessly across functions (Sales, Credit, Syndication, Accounting) and build strong working relationships.
• Sense of urgency: You understand that timing matters in this business and consistently meet tight deadlines.

Nice to have:

• Paralegal experience or training
• Multi-state sales/use tax compliance knowledge
• Experience working with funding sources and debt syndication

How Success Will Be Measured

Documentation quality & accuracy:

• Accuracy on documentation packages (minimal revisions required).
• No funding delays caused by documentation errors or missing items.
• Clean audit results with minimal exceptions on files reviewed.

Speed & throughput:

• Consistently meet or beat time-to-fund targets.
• Prompt follow-up items and exceptions.

Customer & stakeholder satisfaction:

• Positive feedback from Sales on responsiveness and deal support.
• Strong working relationships across internal teams.

Systems & compliance:

• Salesforce data is current, accurate, and provides clear visibility into deal status.
• Files are organized, complete, and audit-ready.
• All post-funding exceptions cleared.

Why This Role Matters

Documentation Administrators are the operational backbone that makes everything work. When you execute flawlessly:

• Sales closes faster because documentation doesn't slow deals down
• Customers have confidence in our professionalism and execution capability
• The company's legal position is protected through accurate lien perfection and documentation
• Funding sources trust our quality, making future transactions smoother
• Cash flows on time to vendors, keeping the business and relationships healthy

This isn't just paperwork—it's risk management, relationship management, and operational excellence combined. You're the person who turns approved deals into funded reality.

Growth Opportunities

This position offers opportunity for career growth into leadership positions within First National Capital as the company continues to scale. We're committed to developing talent from within and providing professional development support for team members who demonstrate excellence and initiative.

Why First National

• Work on complex, creative transactions that go beyond standard equipment leases—you'll see variety and challenge in every deal.
• Fast execution environment where your precision and speed directly impact business success.
• Growth in scope and responsibility as you master the role and the company scales.
• Visible impact: You'll work directly with senior leadership, syndication, sales, and key stakeholders—your contributions are seen and valued.
• Professional development support including training opportunities and tuition reimbursement.

Compensation & Benefits

• Competitive base salary + performance-based annual bonus.
• 401(k), medical/dental/vision, HSA/FSA options, company-paid life insurance, PTO, tuition reimbursement, and professional development assistance.
• Pay range: $75,000 to $125,000 per year

How to Apply

If you have a passion for precision, operational excellence, and making complex transactions happen, we want to hear from you.

Visit our website at www.firstncc.com for more information.

First National Capital is an Equal Opportunity Employer

Job Type: Full-time

Pay: $75,000.00 - $120,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Education:

• High school or equivalent (Preferred)

Experience:

• equipment leasing and finance industry: 3 years (Required)
• Equipment Leasing documentation: 3 years (Required)

Ability to Commute:

• Irvine, CA 92618 (Preferred)

Work Location: In person