Administrative Assistant

Overview

Established in 1975, Financial Pacific Leasing, Inc. (a subsidiary of Columbia Bank) is a direct provider of small‑ticket commercial equipment leases. Fin Pac originates business through partnering with vendors, third‑party originators, and lessors nationwide. For over 50 years, these partners have relied on Financial Pacific to provide them with innovative financing solutions for their customers.

The Operations Administrative Support Specialist provides essential administrative assistance to multiple operational teams by performing accurate data entry, document scanning and indexing, filing, finalizing contract addendums, and maintaining organized digital and physical records. This role supports front desk reception needs, assists with titling‑related documentation, prepares outgoing materials, and manages follow‑up tasks across various workflow queues. The specialist ensures timely and high‑quality service to internal and external customers, maintains confidentiality, and communicates any issues that may pose risk to the company.

• Complete all filing related to Titling in an accurate and timely manner.
• Scan and index documents for Customer Service and Titling departments.
• Finalize Customer Service addendums and ensure proper documentation is captured.
• Pull titles for disposed accounts and prepare corresponding cover letters.
• Complete follow‑ups on files and route items to the appropriate Titling worklists.

• Provide receptionist coverage, including greeting visitors and directing incoming calls.
• Deliver a high level of customer service to lessees, vendors, brokers, and internal staff.
• Maintain positive working relationships with managers and staff across the company.
• Assist and support other staff members as needed.

• Receive payments delivered to the physical location and follow proper endorsement procedures.
• Assist with special projects assigned by management.
• Demonstrate compliance with all company regulations for assigned job functions and apply them to designated responsibilities; stay current on regulatory changes through coursework and on‑the‑job training.
• Follow all company policies, procedures, compliance regulations, and complete all required annual and job‑specific training.
• Maintain working knowledge of company policies and procedures related to the Bank Secrecy Act, Regulation CC, Regulation E, Bank Security, and other applicable regulations.
• May be asked to coach, mentor, or train others, serving as a subject‑matter expert when needed.
• Provide exceptional customer service and support to lessees, vendors, TPOs, and internal staff.
• Serve as a liaison between internal departments and external partners.
• Actively learn, demonstrate, and reinforce the corporate culture through actions and communication.
• Ensure regular and predictable attendance and punctuality.
• Takes personal initiative and serves as a positive example for others.
• Maintain strict confidentiality of all company information.
• Perform other duties as assigned.

• High School Diploma, GED, Vocational Training, or equivalent required.
• 1+ years of experience handling scanning, indexing, filing, organizing records, and managing physical and digital documentation with accuracy required.
• 1+ years of experience providing professional customer service to internal and external partners, plus reception or front‑desk support required.
• 1+ years of experience managing follow‑ups, routing work to appropriate queues, handling payments according to procedure, and completing tasks reliably and on time required.
• Strong organizational, communication, and collaboration skills.
• Ability to work under strict timelines and manage multiple interruptions while maintaining accuracy.
• Strong writing and grammar abilities.
• Ability to quickly learn and adapt to new software and systems.
• Proficient PC skills, including Microsoft Word and Excel.
• Ability to effectively manage multiple tasks and priorities.
• Strong teamwork skills with the capability to work independently when needed.
• Demonstrate effective problem‑solving and process‑improvement skills to…