Administrative Assistant

Leasing Operations Coordinator

Salary: $48,000 - $50,000 annually

Preferred Business Systems, Inc., a leading business technology solutions provider in New Jersey for over 25 years, has an exciting opportunity available for someone seeking a position in leasing administration. We are looking for someone with a positive attitude, strong organizational skills, and exceptional attention to detail to join our fast-paced office in Whippany, NJ. In this role, you will be a key contributor to our leasing operations by supporting the funding process, managing passthrough administration, and serving as a primary resource for routine leasing inquiries.

Key Responsibilities

Passthrough Administration

• Receive, review, and process lease payments from leasing companies.
• Verify the accuracy and completeness of lease payments.
• Research payment discrepancies and coordinate resolutions.
• Update contracts and records to accurately reflect leasing company payments.
• Reconcile passthrough transactions and maintain ongoing accuracy of the passthrough process.

Leasing & Funding Support

• Submit and track credit applications with leasing companies.
• Monitor approval status and communicate updates to internal teams.
• Collect and verify required documentation prior to funding.
• Maintain funding trackers and leasing reports.
• Track deal progression and assist in moving transactions through the funding process.
• Maintain accurate lease records and customer files.
• Assist with administrative lease changes and contract maintenance.

Customer Service & Administrative Support

• Respond to routine leasing questions from customers and sales representatives.
• Provide copies of leases, proposals, invoices, and other leasing documentation.
• Assist with trade-up and buyout quote requests.
• Answer incoming calls and provide administrative support as needed.
• Coordinate communication between customers, leasing companies, sales representatives, and internal departments.
• Escalate complex customer concerns to management when appropriate.

Administrative & Operational Support

• Perform billing-related administrative functions accurately and efficiently.
• Assist management with departmental projects, process improvements, and administrative initiatives.
• Maintain organized electronic records and documentation.
• Identify opportunities to improve workflows and operational efficiency.
• Support the Administrative Services team with additional duties as assigned.

Qualifications and Requirements

• High School Diploma or equivalent required.
• Minimum of 2 years of experience in administrative support, leasing administration, billing, customer service, or a related office environment.
• Experience with billing, invoicing, payment processing, or financial recordkeeping preferred.
• Experience answering multi-line phones and providing professional customer service.
• Experience assisting management with projects, reporting, and administrative tasks.
• Strong attention to detail and accuracy.
• Excellent organizational, time management, and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office 365, particularly Excel and Outlook.
• Comfortable learning new software and technology.
• Experience using AI tools (such as ChatGPT, Microsoft Copilot, or similar productivity tools) to improve efficiency and support administrative tasks is preferred.
• Ability to work collaboratively with multiple departments while also working independently.

Preferred Business Systems is an Equal Opportunity Employer.

Pay: $48,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $48,000 - $50,000