Leasing Coordinator in Memphis, Tennessee at Fleet Equipment, LLC

About Fleet Equipment, LLC

Our People: We have decades of combined service, logistics, and parts experience that result in being able to match equipment to application and still help you stay within your budget. Expertise to help determine the best equipment to handle the load, and the knowledge and ability to provide the equipment; new or used.

Our Headquarters: Our property is centrally located at the “Crossroads of America’s Distribution Center,” on 40 acres that stretch along I-240 between Highway 78 / Lamar Avenue and Airways Blvd. on Farrisview Blvd., in Memphis.

Our Inventory Sources: As dealer for many of the leading trailer manufacturers, we maintain strong relationships with many of the nation’s leading logistics companies and can purchase in large quantities to meet the customer’s needs.

Our Service: We are here for you, our customer, before, during and after the sale. It is our desire and passion to see that your experience at Fleet Equipment, LLC exceeds your expectations and provides exceptional customer satisfaction.

Position Summary

The Leasing Coordinator serves as a critical link between the Sales and Operations teams, ensuring lease transactions move efficiently from quote to delivery. This role is responsible for assembling, verifying, and managing all required customer documentation while maintaining a high level of accuracy, communication, and customer service.

The Leasing Coordinator helps ensure customers have a seamless leasing experience by coordinating documentation, facilitating internal communication, supporting telematics setup, and proactively managing customer compliance requirements. This individual takes ownership of the administrative processes that support successful lease execution and ongoing customer relationships.

Key Responsibilities

Lease Documentation & Administration

• Assemble, review, and verify all required lease documentation prior to equipment delivery.
• Coordinate and track customer credit applications and approvals.
• Review Certificates of Insurance (COIs) to ensure compliance with company requirements.
• Verify lease rates, pricing, and contract details for accuracy.
• Prepare, distribute, and collect lease contracts and supporting documentation.
• Maintain accurate customer and lease records within company systems.
• Ensure all required documentation is completed before assets are released to customers.

Customer Compliance Management

• Monitor Certificate of Insurance expiration dates for all active customers.
• Generate and distribute renewal notices to customers at least 60 days prior to expiration.
• Follow up with customers, brokers, and insurance providers to obtain updated certificates.
• Escalate compliance issues as necessary to prevent disruptions in service or lease activity.
• Maintain accurate records of insurance coverage and compliance status.

Sales & Operations Coordination

• Act as the primary administrative conduit between Sales and Operations.
• Facilitate communication regarding equipment availability, customer requirements, and lease readiness.
• Coordinate timelines to ensure customer expectations and delivery commitments are met.
• Assist in resolving documentation or process-related issues that could delay lease execution.

Telematics Coordination

• Work closely with the Telematics Department to facilitate customer onboarding.
• Coordinate telematics account setup and customer access requests.
• Verify tracking devices are properly assigned and activated.
• Assist customers with telematics-related documentation and communication.

Customer Service & Problem Resolution

• Serve as a point of contact for customers regarding lease documentation and onboarding requirements.
• Proactively identify obstacles and seek solutions that support customer timelines.
• Follow through on commitments and maintain consistent communication with customers and internal stakeholders.
• Support special projects and additional operational tasks as assigned.

Qualifications

Education

• High School Diploma or GED required.
• Associate degree or additional business coursework preferred but not required.

Experience

• Minimum of 2 years of experience in asset management, leasing administration, transportation, logistics, fleet management, equipment rental, or a related field.
• Experience in managing documentation, compliance requirements, or customer onboarding processes preferred.
• Experience working in a fast-paced operational environment is a plus.

Required Skills & Competencies

Attention to Detail

• Demonstrates exceptional accuracy when reviewing documentation, contracts, insurance certificates, and customer information.
• Able to identify discrepancies and resolve issues before they impact operations.

Problem Solving

• Proactively seeks solutions to challenges and obstacles.
• Use sound judgment to resolve issues while balancing customer needs and company requirements.

Ownership & Initiative

• Take responsibility for achieving favorable outcomes.
• Anticipates needs and acts without waiting for direction.

Organization & Time Management

• Effectively manages multiple priorities and deadlines.
• Maintains organized records and tracking systems.

Communication & Follow-Through

• Strong verbal and written communication skills.
• Keeps customers and internal stakeholders informed throughout the leasing process.
• Consistently follows up until issues are resolved.

Customer Focus

• Understands the importance of responsiveness and urgency.
• Works to create a positive customer experience while protecting company interests.

Physical Requirements

• Primarily office-based work requiring extended periods of sitting, computer use, and communication via phone and email.
• Occasional travel within company facilities may be required.

Success Measures

A successful Leasing Coordinator will:

• Maintain accurate and complete lease documentation.
• Ensure customer files remain compliant and up to date.
• Reduce delays caused by missing paperwork or incomplete information.
• Support timely equipment deliveries and lease activations.
• Proactively manage COI renewals and customer onboarding requirements.
• Build strong working relationships with Sales, Operations, Telematics, and customers.
• Consistently demonstrate ownership, accuracy, and responsiveness.