Finance & Insurance Administrator

CORE EQUIPMENT GROUP JOB DESCRIPTION

Finance & Insurance Administrator Position Finance & Insurance Administrator Reports To Governmental & Sales Administration Manager Department Sales In-Person / Remote In-Person Exemption Status Exempt Safety Sensitive No Non-Union / Union Non-Union Subordinates None

JOB OUTLINE

Supports and administers all aspects of finance and insurance operations as they relate to equipment sales transactions, customer financing, and value-added product offerings. This role serves as the primary internal resource for financing options, program information, lease structuring, document management, and extended warranty administration. The Finance & Insurance Administrator works closely with the sales team, management, and external finance partners to facilitate accurate, compliant, and profitable retail transactions while promoting the effective use of financing tools to drive overall business performance.

ESSENTIAL DUTIES

Finance Program Administration Create and distribute monthly rate cards and finance program information to the sales force, including standard rates for new and used equipment, tiered rate structures based on transaction size, and any applicable specialty rate programs. Coordinate and administer low-rate finance programs and rate subsidy requests; calculate subsidy costs for deals utilizing below-market rate options and communicate findings to the appropriate parties. Work in conjunction with Sales, Asset, and Region/Branch Managers to develop, assign budgets for, and deploy equipment finance programs using available manufacturer and dealer incentive funds, including single pool funds, dealer growth budgets, and other promotional fund sources. Analyze finance program effectiveness on an ongoing basis and recommend adjustments to improve results and return on incentive fund investment. Coordinate with the Aftermarket team to develop and deploy parts and service financing programs as applicable. Lease & Transaction Structuring Receive and process lease quote requests from the sales team; structure and communicate operating lease options including fair market value options, stated purchase price options, and municipal lease arrangements. Utilize finance product expertise across installment and lease structures to assist sales professionals in evaluating and structuring complex transactions. Provide guidance on transaction structuring to maximize finance income while meeting customer needs and maintaining compliance with applicable policies. Credit Application & Document Management Submit finance applications to manufacturer finance programs and outside lending institutions via appropriate portals or direct communication channels. Generate, request, and manage finance documents including hard copy and electronic/DocuSign formats; coordinate document execution and ensure proper completion prior to funding. Collect and submit completed hard copy documents to the appropriate lender along with required dealer forms; manage electronic document sign-off and submission. Coordinate with lenders and internal teams to obtain funding confirmation and ensure timely receipt of proceeds. Perform trade payoff verification by pulling payoff information from lender portals or requesting formal payoff letters from outside lenders as required. Conduct lien searches when applicable or requested to support clean title transfers and protect company interests. Extended Warranty Administration Prepare extended warranty quotes and process extended warranty purchases, including warranties sold as part of an equipment transaction, standalone purchases through sales or F&I channels, and warranties applied to fleet units. Maintain accurate extended warranty records and reporting to track coverage, expiration, and cost accruals. Process manufacturer warranty billing statements and route to appropriate personnel for accrual closeouts and accounts payable posting. Issue invoices to customers for non-manufacturer warranty purchases and ensure proper coding and record updates. F&I Income & GL Coding Code all F&I income transactions to reflect the correct general ledger account, branch, and department designations to ensure accurate financial reporting. Work with company leadership to establish and maintain policies for how and when finance income is generated on retail transactions, including origination fees, rate markups, customer participation fees, and value-added product sales such as physical damage insurance, extended warranties, and maintenance packages. Assist Accounts Receivable in the cleanup and reconciliation of financed deal accounts as applicable. Inventory & Program Analysis Advise management on finance program strategies to support movement of inventory Track organizational standing and progress relative to finance goals and metrics; communicate results to leadership and recommend procedural adjustments as warranted. Utilize available data tools and customer portfolio resources to support customer target list creation for use by the sales team. Sales Team Support & Training Serve as the primary internal contact for sales professionals and dealership management on all finance and insurance matters; communicate program details and ensure understanding across the organization. Conduct training for sales and support staff on finance processes, tools, and transaction procedures; provide ongoing support and follow-up to reinforce competency. Assist in identifying finance skill development needs at both the individual and organizational level; partner with management to ensure training plans address identified gaps. Support corporate account and house deal processes as needed; assist with sales tracking systems maintenance and cleanup. Lender & Manufacturer Partner Relations Serve as a primary contact point for manufacturer finance partners and outside lenders; champion two-way communication and facilitate timely resolution of issues. Coordinate resolution of troubled or delinquent accounts by liaising between company management and the applicable finance partner. Stay current on lender program changes, rate updates, and submission requirements; communicate relevant updates to the sales team promptly. Performs all other duties as assigned by the Governmental & Sales Administration Manager.

GENERAL REQUIREMENTS

Demonstrates strong personal integrity and ethical standards in handling sensitive financial and customer information. Communicates professionally and effectively with customers, sales staff, lenders, and management at all levels. Maintains a high level of organization and attention to detail in managing multiple open transactions simultaneously. Exhibits strong problem-solving skills and the ability to adapt quickly to changing programs, rates, and customer needs. Adheres to all company policies, procedures, and compliance standards. Demonstrates a collaborative, team-oriented attitude in a fast-paced sales and administrative environment.

SPECIFIC REQUIREMENTS

An active F&I (Finance & Insurance) license is preferred. Candidates who do not currently hold a license may be considered and may be required to obtain licensure in accordance with state requirements. Working knowledge of retail finance techniques and methodologies, including installment contracts and lease structures (operating leases, FMV, stated purchase price, and municipal lease options). Familiarity with manufacturer finance programs, outside lender relationships, and credit application submission processes. Understanding of finance income generation strategies including rate markups, origination fees, customer participation structures, and value-added product sales. Experience with extended warranty programs, including quoting, purchasing, and billing processes. Solid understanding of pricing principles, discounting effects, and their impact on finance transactions. Proficiency with computer-based tools including Microsoft Office Suite, lender and manufacturer portals, and electronic document platforms (e.g., DocuSign). Ability to read, analyze, and interpret internal reports, finance statements, and deal documentation. Solid knowledge of the construction or heavy equipment industry and related products preferred.

QUALIFICATIONS

3+ years of experience in equipment sales or a related industry preferred. 5+ years of retail finance experience, preferably in equipment, automotive, or commercial asset-based lending. Demonstrated experience supporting and coaching sales professionals on financing options, selling techniques, and deal structuring. Demonstrated experience developing programs and initiatives to increase new, used, parts, and service sales results. Experience analyzing and interpreting internal business reports and financial data. High School Diploma or GED required; Associate's or Bachelor's degree in Finance, Business Administration, or a related field preferred.

PHYSICAL REQUIREMENTS

Ability to sit for extended periods while performing administrative, documentation, and computer-based duties. Frequent use of computer, keyboard, phone, and standard office equipment. Occasional lifting, carrying, or moving of items up to 30 pounds. Adequate vision and hearing to review documentation and communicate effectively. Manual dexterity sufficient to operate computers, phones, and office equipment.

WORK ENVIRONMENT

This position is primarily performed in an office environment with regular interaction with sales staff, management, and external finance partners. The work environment is fast-paced and requires the ability to manage multiple open transactions and shifting priorities simultaneously. Occasional exposure to a dealership or equipment facility environment may occur. Some travel to branch locations may be required.

ADA COMPLIANCE

In accordance with the Americans with Disabilities Act (ADA) and applicable state and local laws, Core Equipment Group will provide reasonable accommodations to qualified individuals with disabilities. Reasonable accommodations are available in the hiring process and during employment. If you require an accommodation, please contact Human Resources. The essential functions listed above are representative of the knowledge, skill, and/or ability required; they do not constitute an exhaustive list of job duties.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Core Equipment Group is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive work environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.