Job Description
Job Description
JOB TITLE: Operations Specialist
DEPARTMENT: Administration
REPORTS TO: Director of Administrative Operations
WORK LOCATION: Hybrid (after 90 days)
FLSA CLASSIFICATION: Non-Exempt
EFFECTIVE DATE: Immediately
Position Summary:
The Operations Specialist plays a key role in the daily execution and management of incoming recovery and collection placements from multiple financial clients. This position is responsible for reviewing placement instructions, preparing and importing data files into our internal platform (APP3), ensuring data integrity and consistency, generating required communications, managing queues and assignments, and assisting with customer and asset profile creation. The ideal candidate is highly detail-oriented, process-driven, and capable of handling a large volume of task variety with precision and urgency.
Responsibilities:
- Monitor the placement inbox daily, prioritizing urgent or rush submissions.
- Prepare and process daily, weekly, and monthly data files from clients such as Toyota, DLL, and others.
- Clean data and ensure field formatting consistency.
- Import .csv files into APP3 using appropriate mappings and modules.
- Assign recovery and collection placements based on client-specific logic and update queue statuses.
- Generate and send customer/guarantor letters when required.
- Create and maintain customer and asset profiles, including contract, make/model, and serial number data.
- Communicate with clients to request missing documents or clarify account instructions.
- Maintain internal documentation, notes, audit trails, and client correspondence archives.
- Reassign SCUD placements and manage related account assignments.
- Perform routine compliance checks by verifying all agents against the U.S. Department of Treasury’s OFAC Sanctions List to ensure regulatory compliance and mitigate risk.
- Send clients weekly/biweekly updates
- Coordinate the mailing of demand letters when door knocks do not result in direct contact, ensuring same-day turnaround.
- Prepare and send weekly or biweekly client updates by exporting account notes and related details from APP3, cleaning and formatting the data in Excel, and distributing to clients.
Qualifications:
- High proficiency in Microsoft Excel (text-to-columns, formatting, formulas, sorting/filtering).
- Comfort navigating and updating enterprise platforms like APP3.
- Strong organizational and time management skills with ability to multitask.
- Detail-oriented, with a commitment to data accuracy and process integrity.
- Ability to follow structured SOPs and adapt to nuanced client-specific procedures.
- Familiarity with shared network drives and file transfer protocols (e.g., FTP).
- Experience with recovery, collections, leasing, or financial services preferred.
Preferred Skills:
- Experience with FileZilla, Notepad++, and Microsoft Teams/Outlook.
- Understanding of client contracts, leasing documentation, and account financials.
- Previous experience managing multiple client workflows and following audit protocols.
Perks and Benefits Include:
- Competitive Compensation: Hourly pay for this position starts at $20-24/hour, with opportunities for bonuses based on personal and company performance.
- Health and Wellness: Comprehensive medical, dental, and vision insurance plans to support your health and that of your family.
- Retirement Savings: 401(k) plan with a company contribution to help you plan for a secure future.
- Work-Life Balance: Paid time off (PTO) and holiday schedules.
- Professional Development: Opportunities for career growth, training, and continuous learning to support your development.
- Company Culture: A positive and inclusive work environment that values teamwork, integrity, and innovation.
- Employee Assistance Program (EAP): Confidential support services for personal and work-related challenges.
- Flexible Work Arrangements: Hybrid work options and flexibility to help maintain a healthy work-life balance.
- Additional Perks: Company-sponsored events, team-building activities, and recognition programs to celebrate employee achievements.