Documentation Support Manager

Job Description:

Your Work Shapes the World at Caterpillar Inc.

When you join Caterpillar, you're joining a global team who cares not just about the work we do – but also about each other. We are the makers, problem solvers, and future world builders who are creating stronger, more sustainable communities. We don't just talk about progress and innovation here – we make it happen, with our customers, where we work and live. Together, we are building a better world, so we can all enjoy living in it.

Your Work Shapes the World at Caterpillar Inc.

Our common values and focus on inclusion and respect drive the decisions made by our company, teams and people. This is why we are committed to hiring and building diverse teams representative of the customers we serve globally. When you join our team, you can apply your unique life and job experiences and work in an environment where your ideas are heard, your contributions are celebrated, and your whole-self matters.

When you join Caterpillar, you're joining a global team who cares not just about the work we do – but also about each other. We are the makers, problem solvers and future world builders who are creating stronger, more sustainable communities. We don't just talk about progress and innovation here – we make it happen, with our customers, where we work and live. Together, we are building a better world, so we can all enjoy living in it.

About Cat Financial

Cat Financial is a subsidiary of Caterpillar Inc., the world’s leading manufacturer of construction and mining equipment, off-highway diesel and natural gas engines, industrial gas turbines and diesel-electric locomotives. For more than 40 years, Cat Financial has provided a wide range of financing solutions to customers and Cat® dealers for machines, engines, Solar® gas turbines, genuine Cat parts and services. Headquartered in Nashville, Tennessee, Cat Financial serves customers globally with offices and subsidiaries located throughout North and South America, Asia, Australia, Europe and Africa. Visit cat.com to learn more about Cat Financial.

Role Definition
Leads the documentation and collateral services teams and supervises the accurate completion of the day-to-day functions of the department. Ensures complete, accurate, timely and consistent document preparation and lien filing. Overseas accurate, timely, and diligent lien search & waiver process. Ensures compliance with organizational and governmental policies and procedures.

Responsibilities

• Ensures accuracy and efficiency of document preparation in accordance with credit conditions.

• Day-to-day management of CFSL (Caterpillar Financial Services Ltd.) document integration with Capital Stream and DocuSign. Works closely with BT (Business Technology) on system enhancements. Overseas system testing by the team.

• Maintains compliance with Customer Documents Governance Procedure. Works with FPD (Financial Products Division) Legal to update documents as required. Ensures document templates are stored correctly and uploaded into Capital Stream.

• With support from the FPD Legal, manages customer document negotiations.

• Subject Matter Expert in lien perfection requirements across Canada including PPSA and RDPRM.

• Provides guidance to the collateral services team on reviewing lien searches to identify waivers required. Consults with FPD Legal for lien search guidance when needed. Leads the team to diligently pursue waivers, with assistance from the field.

• Supervises accurate and timely optical imaging and offsite storage of physical records.

• Develops and maintains standard work for the department.

• Recommends enhancements to processes to ensure compliance with organizational and governmental policies and procedures and to ensure the most effective and efficient operations.

Degree Requirement
Degree or equivalent experience desired

Skill Descriptors
Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.

• Evaluates and makes contributions to best practices.

• Processes large quantities of detailed information with high levels of accuracy.

• Productively balances speed and accuracy.

• Implements a variety of cross-checking approaches and mechanisms.

• Demonstrates expertise in quality assurance tools, techniques, and standards.

• Employs techniques for motivating employees to meet or exceed accuracy goals.

Decision Making and Critical Thinking: Knowledge of the decision-making process and associated tools and techniques; ability to accurately analyze situations and reach productive decisions based on informed judgment.

• Applies an assigned technique for critical thinking in a decision-making process.

• Identifies, obtains, and organizes relevant data and ideas.

• Participates in documenting data, ideas, players, stakeholders, and processes.

• Recognizes, clarifies, and prioritizes concerns.

• Assists in assessing risks, benefits and consideration of alternatives.

Managing Multiple Priorities: Knowledge of effective self-management practices; ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.

• Clarifies and handles multiple concurrent and diverse activities.

• Shifts focus among several efforts as required by changing priorities.

• Addresses potential conflicts that impact current delivery commitments.

• Works with or leads others to re-prioritize work and reschedule commitments as necessary.

• Responds to shifting priorities while maintaining progress of regularly scheduled work.

• Demonstrates an expectation that there will be ongoing shifts in demands and priorities.

Mentoring Others: Knowledge of mentoring concepts and techniques, and ability to effectively participate in a mentoring relationship.

• Monitors relationships to ensure no co-dependency exists between mentors and mentees.

• Defines criteria for selection of mentees.

• Defines criteria for selection of mentors.

• Demonstrates sincere interest in mentee's career growth.

• Seeks opportunities to serve as a mentor.

• Details the projected costs and potential benefits of formal mentoring programs.

Customer Service Management: Knowledge of customer service priorities and ability to utilize tools and techniques for maintaining an environment where all understand, and are committed to providing excellent service to internal and external customers.

• Communicates with clients on quality of service measurements.

• Ensures teams maintain focus on value-added services.

• Conducts and acts on reviews of open service requests.

• Identifies and resolves gaps in customer expectations versus actual service levels.

• Negotiates the terms of deliverables, service level agreements, and expectations.

• Verifies client satisfaction and keeps customers informed.

Team Management: Knowledge of effective team building techniques; ability to form and manage effective teams.

• Brings projects to closure and ensures capture of what can be learned from the experience.

• Leads the definition of team mission and objectives for a variety of teams.

• Employs appropriate techniques for maintaining team enthusiasm, energy, and focus.

• Ensures that team members are on board, unified, and moving in the same direction.

• Communicates both within the team and to stakeholders.

• Learns and utilizes special talents and work styles of team members.

Auditing: Knowledge of the organization's internal audit processes, practices and methods; ability to perform audits to ensure organizational compliance.

• Designs, develops and implements compliance testing criteria and tools.

• Ensures compliance with current government and industry audit practices and requirements.

• Compares and contrasts alternative audit strategies or approaches for diverse situations.

• Works with a variety of audit methods, tools and techniques.

• Facilitates preparation for and execution of external audits.

• Develops and presents reports on audit findings and recommendations.

Operational Reporting: Knowledge of operational reporting concepts; ability to use operational reports to track, benchmark, and improve business processes.

• Analyzes errors or inaccuracies in operational reports.

• Assists in creating different operational reporting templates and dashboards.

• Gathers and analyzes data from a specific source or service for operational reporting.

• Implements organizational methods and procedures for operational report writing.

• Interprets and explains the results of an operational reporting initiative.

This Job Description is intended as a general guide to the job duties for this position and is intended for the purpose of establishing the specific salary grade. It is not designed to contain or be interpreted as an exhaustive summary of all responsibilities, duties and effort required of employees assigned to this job. At the discretion of management, this description may be changed at any time to address the evolving needs of the organization.

Posting Dates:

Caterpillar is an Equal Opportunity Employer (EEO).