Position Summary
The Lease Return Administrator is responsible for managing lease return schedules across all company locations and coordinating delivery logistics for FTG branches. This role is ideal for a detail-oriented coordinator who enjoys working with data, systems, and cross-functional teams. You will maintain accurate asset and shipment records, support inventory visibility, and ensure each return and delivery is executed on time, with complete documentation and clear customer communication. Success in this role requires strong data entry accuracy, comfort with Excel and tracking tools, and the ability to troubleshoot exceptions across carriers, branches, and financial partners.
Essential Functions and Responsibilities
- Coordinate lease return logistics using third-party carriers or internal transport resources, including shipment creation, routing requests, and return scheduling.
- Collect, validate, and enter return data (asset details, serial numbers, locations, condition, and documentation) with a high degree of accuracy and attention to data quality.
- Maintain asset status and inventory visibility by updating internal tracking systems, spreadsheets, and shipper portals; ensure records are audit-ready and complete.
- Communicate across departments, branches, and clients to obtain approvals, serial/asset confirmations, and return authorizations.
- Utilize company systems to track equipment status and maintain precise records; reconcile discrepancies by researching source documents and coordinating corrections.
- Monitor and follow up with external carriers to ensure visibility and traceability of return shipments; capture tracking, proof-of-delivery, and exception notes.
- Create, organize, and maintain comprehensive documentation for each lease return (BOLs, labels, carrier confirmations, customer communications, and lease return requirements).
- Track and manage timelines and critical deadlines; maintain a return/delivery dashboard and follow standard work to ensure on-time completion.
- Proactively identify scheduling conflicts, missing information, or shipment delays; escalate risks early and coordinate corrective actions to protect SLAs.
- Provide timely, professional status updates to clients and internal stakeholders regarding milestones, exceptions, and next steps.
- Create and manage calendar events, task lists, and shared trackers to support scheduling and team coordination; document meeting notes and action items.
- Partner with Sales and Lease Admin to facilitate purchases of equipment coming off lease; verify asset details, pricing inputs, and required documentation for processing.
Qualifications and Experience
Minimum Qualifications:
- High school diploma or equivalent.
- 1–2 years of experience in asset management, scheduling, customer service, or administrative operations.
- Strong data entry skills with proven accuracy, attention to detail, and ability to follow defined processes.
- Intermediate proficiency in Microsoft Office (Excel, Outlook, and Teams), including spreadsheets, filters/sorts, and basic formulas for tracking and reporting.
- Ability to communicate clearly and professionally across departments and with clients via phone and email; comfortable working in a fast-paced service environment.
- Comfortable learning and using internal tracking systems (ERP/WMS/asset tools), carrier websites, and scheduling platforms to manage shipments and documentation.
- Proven ability to manage deadlines, multitask, and handle shifting priorities while maintaining organized, audit-ready records.
Preferred Qualifications:
- Experience working with third-party carriers or transport providers, including scheduling pickups, tracking shipments, and resolving exceptions.
- Experience with asset tracking or warehouse operations (cycle counts, reconciliation, or audit support).
- Working knowledge of Excel reporting (pivot tables a plus) and maintaining trackers/dashboards for status, KPIs, and aging items.
- Experience with ERP/WMS/asset management systems and/or barcode scanning tools (RF scanners, mobile apps) for asset moves and inventory updates.
- Basic understanding of lease agreements, asset documentation, or return compliance requirements (BOLs, return authorizations, proof of delivery).
- Associates degree or higher education.
Supervisory Responsibilities
This position has no supervisory responsibility.
Physical Requirements
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. The physical requirements for performing the essential functions of this position require the employee to be able to:
- Sit, stand, walk, and reach.
- Hear well enough to communicate with others.
- Read a computer screen and written material.
- Write, type, and use phone system.
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Work Environment
Good working environment with the absence of disagreeable conditions. The noise level in the work environment is usually moderate. Travel to client sites may be required from time to time. Employees will report to our corporate office Monday through Friday.
Disclaimer
This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice. The job description does not constitute an employment contract or guarantee of employment. The organization reserves the right to hire, fire, or discipline the employees at its discretion.
EEO Statement
Flex Technology Group provides equal employment opportunities to all employees and applicants for employment. The Company prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin or ancestry, citizenship or immigration status, physical or mental disability, genetic information (including testing and characteristics), pregnancy (including childbirth, lactation and related medical conditions), protected veteran status, uniformed servicemember status, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, benefits, leaves of absence, compensation and training.