Job Title: Applications Lead

Reports to: Director of Medipay Client Experience

Supervises: Application Administrators

Position Summary:

The Applications Lead oversees the end-to-end processing of merchant applications submitted by sales representatives to various credit card processors. This role is responsible for leading the applications administration team, ensuring accurate and timely submission of applications, maintaining compliance with underwriting and regulatory requirements, and serving as the primary point of contact between internal sales teams and external processing partners. The Applications Lead plays a critical role in optimizing application workflow, minimizing errors and rejections, and supporting overall sales performance through efficient pipeline management and communication.

Key Performance Areas & Key Performance Indicators:

Application Accuracy, Compliance and Approval (30%): (1)

• Ensure all submitted applications are complete, accurate, and meet processor underwriting guidelines.
• Ensure compliance with all relevant regulations and standards during the application and setup process.
• Escalate urgent or high-priority merchant applications as needed.
• Resolve any issues or delays related to application submissions or processor communications.

Pipeline Management (20%):

• Maintain visibility on all in-process applications, pending items, and approval statuses.
• Provide accurate weekly reporting on outstanding deals and installations for leadership.

Record Keeping (10%):

• Date in Account Hub need to complete and accurate
• Data in subscription boards need to be thoroughly checked before clients are billed
• Data in “Funded Sheet” need to be thoroughly checked before reps are paid.

Team Oversight and Workflow Optimization (10%):

• Lead and train application admins to ensure consistency and high-quality submissions.
• Develop and refine SOPs for reviewing, correcting, and submitting applications.
• Identify bottlenecks and implement process improvements.
• Ensure all mailboxes are properly monitored and organized properly

Performance Reporting & KPIs (10%):

• Report weekly on volume, approval rates, rejections, turnaround time, and error trends.
• Provide insights on how the application pipeline supports overall sales goals.

Communication & Coordination (10%)

• Act as liaison between sales reps, underwriters, and processors.
• Provide timely updates on application status to reps and resolve any issues proactively.
• Communicate with Shipping Dept. to ensure equipment arrives in time for installation.
• Communicate with the implementation team to ensure proper status updates upon completion of installs.
• Ensure Finance team has all necessary information in order to import subscription.

System & Platform Proficiency (5%)

• Ensure mastery and efficient use of CRM systems (e.g., Monday.com), processor portals, and internal application tools.
• Guarantee proper tagging, notes, and categorization for all submitted deals.

Sales Team Support (5%)

• Educate reps on common submission issues or required documentation.
• Assist in resolving stalled applications or resubmission scenarios.

Minimum Qualifications:

Required Skills/Abilities:

• Experience working with credit card processors, particularly Elavon and Payroc, preferred.
• Strong attention to detail and organizational skills to manage application documentation.
• Ability to work with clients to gather necessary information for processing applications.
• Familiarity with completing and submitting VAR sheets or similar forms.
• Excellent communication skills for coordinating between clients, processors, and internal teams.
• Basic knowledge of payment terminal setup, configuration, and encryption processes is a plus.
• Ability to manage multiple tasks and applications simultaneously while ensuring timely completion.

Education and Experience:

• Bachelor’s degree in healthcare or business admin is required.
• Prior experience in payment processing, merchant services, or a related field is highly desirable.

Competencies:

Operations Knowledge - Thoroughly understands the operational procedures for his/her position and how they affect or relate to other departments in the company. Serves as an expert for others.

Product Knowledge - Has a broad knowledge of the products and services offered. Is aware of the features and pricing of the products and services they support. Is able to recommend the appropriate product or service that will meet the customer's needs.

Compliance Knowledge - In addition to having a solid knowledge of general bank-wide regulations, the employee has a thorough knowledge of regulations & laws that relates to his/her department. Other employees might rely on this employees’ compliance knowledge to answer questions.

Teamwork - Able to build morale and group commitments to goals and objectives; Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed.

Computer Skills - Demonstrates a solid understanding of the technology utilized in his/her position. Consistently looks for ways to use technology to create efficiencies. Able to troubleshoot minor problems. May serve as an expert to others.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Strength- Employee must be able to stand and/ or sit for periods of time while waiting on customers. Employee may be required to walk, reach, lift, carry and bend. This job also requires the ability to lift and/or move up to 15 lbs. Occasionally, may need to lift more than 15 lbs.

Finger Dexterity- Employee will have to use fingers to make small movements, such as typing, picking up small objects, or pinching fingers together.

Talking- The ability to convey information accurately by speaking to customers and other employees

Hearing- Able to hear average or normal conversations and receive ordinary information.

Visual Abilities- Specific vision abilities used by this job are close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

*Employer reserves the right to change this job description at any time, should business needs arise.*