Documentation Specialist

Responsible for all aspects of the Equipment Finance documentation process, including accurate, efficient and timely processing from receipt of the loan/lease formal credit approval, Equipment Finance documentation preparation, client delivery of all required documentation, communication with the client over any questions that arise to preparing the file for closing and disbursement of loan/lease funds to the equipment vendor or other entity as defined in the credit approval, in compliance with state and federal regulation and company policies and established Equipment Finance operating procedures and Funding Policy.

Work within a team in support of direct and indirect origination of loans/leases to ensure loans progress through the pipeline efficiently and effectively, including support to direct and indirect sales leaders/advisors and demonstrating strong internal and external client satisfaction. In the case of indirect origination transactions, responsibilities will include review and audit of third-party source transaction documents in collaboration with the sales leaders/advisors once received along with any requisite formal credit approval contingencies, preparing the complete funding package and ensuring funding deadlines are met.

The Documentation Specialist is a key member of Horizon's loan / lease team, ensuring that all documentation requests are processed quickly and efficiently. This role's primary responsibility is in assisting our sales advisors with the coordination, preparation, and review of all loan / lease documentation. This includes reviewing documents to ensure they are accurate and complete, and executing appropriate member follow up as needed. The Documentation Specialist role also engages with advisors directly via email, teams and phone to address loan / lease documentation questions. Represent Horizon to both internal advisors and external clients in a courteous, professional manner in face-to-face, written and/or telephone communications. Accountable for adherence to all regulatory and compliance standards including Bank Secrecy Act (BSA) as well as quality of documentation, timeliness and volume of loans closed. Actively protect confidentiality of customer and account information. Demonstrate Horizon Bank's commitment to the EF industry in which we serve through active involvement in occasional trade show and industry events.

• Receive and facilitate formal equipment finance direct and indirect credit approvals.
• Process and manage equipment financing documentation from origination to funding.
• Track new deals and oversee initial documentation setup, collaborate with internal advisors and external clients to gather necessary documentation.
• Interface with customers, sales team, external clients and/or credit department to ensure documentation is prepared in an accurate and timely manner.
• Ensure all conditions reflected on the approval have been satisfied.
• Prepare critical documents and verifications, including but not limited to, titles/MSOs, vendor invoices. Prepare all direct origination documents and coordinate end-user signatures.
• Examine and verify completeness and authenticity of all documents including but not limited to, signer incumbency/authority, proper certificate(s) of insurance, timely filed and recorded UCC-1 vs. invoice dates insuring purchase money security interest in the equipment.
• For Indirect investment transactions, perform similar due diligence on 3^rd party prepared documents and ensure assignment and discounting agreements are completed and executed.
• Coordinate with internal advisors and external clients to ensure timely completion of documentation and funding processes. Prepare Equipment Finance closing packages for direct and indirect investments.
• Conduct due diligence and verify information provided by clients.
• Respond to inquiries and offer support to internal advisors and external clients regarding documentation and funding processes.
• Maintain accurate and up-to-date checklists for all documentation and communication related to loan / lease transactions.
• Assists team advisors with loan funding packages.
• Identify/escalate any potential risks or issues associated with documentation/funding processes.
• Perform all work in compliance with established regulations, policies, operating procedures, Equipment Finance policies and instructions.
• Maintain customer confidence and protect bank operations by keeping information private and confidential.
• Participate in ongoing skill, compliance, risk management and security training as required for the position and apply knowledge in daily tasks.
• Other duties as assigned.

• Minimum High school diploma or equivalent required.
• 1 to 2 years of experience processing commercial equipment loans/leases, working in an office environment, data entry or a financial institution.
• Associate or bachelor's degree in business, finance or related field of study may be substituted for experience.
• Knowledge of internal guidelines and industry standards as they relate to commercial equipment finance lending.
• Exceptional organization, time management and follow-up skills. Excellent interpersonal skills and ability to communicate effectively with customers, bank employees, outside service providers and clients.
• Ability to follow detailed instructions and a wide range of procedures requiring sound judgement.
• Ability to perform complex mathematical computations using various business machines and/or computers.
• Ability to multi-task in a fast-paced environment.
• Must have proficient typing and computer skills.
• Understands and complies with all annual mandated training that pertains to the position including but not limited to, Bank Secrecy Act/Anti-Money Laundering/OFAC/Cybersecurity/Diversity & Anti-Harassment/Fair Lending

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions in compliance with the Americans with Disabilities Act (ADA)

Horizon Bank is a proud Equal Opportunity Employer | Disability | Veteran Employer.

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