Lease Purchase Support Specialist

About Us:

Formed in 1924 Cowan Systems is a subsidiary of Schneider National headquartered in Baltimore, MD and enjoys a history of excellence and quality in the transportation business. Today, Cowan�s state-of-the-art fleet has grown to 1,800 power units and 6,000 trailers operating out of 40 locations nationwide.

Due to continued growth, Cowan Systems LLC is seeking the top talent in the industry to join our team.

Cowan Systems, LLC is a national truckload carrier that specializes in providing high quality dedicated fleet services for companies requiring first-rate performance. Cowan Systems offers dedicated fleet services which provide a customized transportation package designed to meet the specific needs of the shipper, such as specialized equipment, strict timetables, and custom reporting. Our 100% supply chain solution includes local and long-haul trucking services, warehousing, and driver leasing.

Cowan is committed to providing a healthy, safe, and stable work environment that promotes individual success, equal opportunity for learning, and professional growth. In our family-oriented environment, we treat everyone with dignity and respect. Guided by a strong teamwork philosophy, we maintain a balance between professionalism and a positive, collaborative work environment

Our Mission:

At Cowan Systems, LLC our mission is to provide logistics and transportation services that create value for our clients, suppliers, employees, and owners. We pursue our work with diligence, intelligence, and a high regard for the safety of our employees, stakeholders, and the public.

Our Vision:

Cowan Systems is an industry leader and the carrier of choice because of our passion for service, best in class drivers, professional management team, commitment to safety, drive for innovation, and our culture of continuous improvement and quality excellence.

Our Values:

• Safety of our team drives every decision we make.
• An entrepreneurial spirit fostered by healthy work environments.
• Fiscal responsibility
• Exceptional Customer service

Cowan Culture:

At Cowan Systems LLC, our most valuable strength is our people � with diverse backgrounds and experiences we prioritize personal and professional development. We are a company that explores innovative ideas and encourages creativity. Our success is fueled by cultivating and inspiring our community through open & honest communication. Together, we provide exceptional service to our partners and our peers. Cowan is not defined by what we do as individuals, but who we are as a team.

Job Summary:

The Lease Purchase Support Specialist is responsible for the administration, compliance, and operational support of the Lease Purchase and Independent Contractor Owner Operator (ICOA) programs within the National Road Division. This role serves as the central liaison across Settlements, Maintenance, Claims, Recruiting, Safety, Accounting, and Procurement to ensure seamless execution of agreements, financial processes, and asset lifecycle management.

This position plays a critical role in maintaining data integrity, ensuring contract compliance, supporting Independent Contractors, and driving timely, accurate processing of agreements, settlements, and equipment readiness.

Supervisory Responsibilities:

None

Job Duties:

Program Administration & Agreements

• Administer and manage Independent Contractor Operator Agreements (ICOA) and Lease Purchase Agreements
• Process onboarding documentation and agreements through Luma
• Execute contract updates, terminations, default notices, demand notices, A/P holds, and 45-day reconciliations
• Ensure compliance with all contractual terms, including auditing the Free Lease Week program

Cross-Functional Coordination

• Serve as liaison between National Road Division and:
  
  • Settlements
  • Maintenance & FleetRock
  • Claims / Insurance
  • Recruiting
  • Safety
  • Accounting
  • Procurement
• Respond to inquiries from Independent Contractors and internal stakeholders with accurate and timely information

Escrow, Settlements & Financial Management

• Manage and audit maintenance and security escrow accounts
• Provide quarterly (or as requested) escrow balance statements to Independent Contractors
• Coordinate with Settlements to:
  
  • Apply fuel credits or recover fuel expenses
  • Set up deductions (maintenance, damages, insurance deductibles, etc.)
  • Ensure proper settlement adjustments for Sub-Truck usage and other chargebacks
• Establish and monitor repayment schedules for insurance deductibles (e.g., $250/week)
• Identify and escalate accounts with low or negative escrow balances and coordinate recovery plans

Fuel Card & Fraud Management

• Manage EFS fuel card assignments and changes
• Coordinate with Procurement and Accounting on fuel card setup and updates
• Monitor and respond to fraud alerts
• Validate transactions with Independent Contractors and reconcile activity within the EFS portal

Equipment Lifecycle & Asset Coordination

• Coordinate with Asset Management, Operations, Maintenance, Recruiting, and Accounting to:
  
  • Recover leased units
  • Oversee reconditioning of equipment
  • Ensure units are lease-ready and properly entered into systems
• Ensure all lease details are accurate and updated in a timely manner

Maintenance & Vendor Oversight

• Monitor and manage service levels of third-party maintenance providers (e.g., FleetRock)
• Ensure Independent Contractors are properly onboarded into maintenance systems and mobile applications
• Provide supporting documentation for repairs, invoices, and maintenance activity upon request
• Review and validate maintenance invoices for proper GL coding and classification

Claims & Insurance Coordination

• Coordinate with Claims and insurance providers to ensure:
  
  • Timely reporting of incidents
  • Proper handling of physical damage claims
  • Submission of reconditioning claims upon repossession
• Track and follow up on all claims through resolution
• Coordinate reconciliation with drivers for deductible-related claims

Operational Support & Compliance

• Execute Luma documentation for:
  
  • Sub-Truck assignments due to downtime
  • Lease start, transfer, and termination events
• Ensure completion of tractor inspections (fuel level, mileage, condition) during:
  
  • Lease initiation
  • Sub-Truck assignment
  • Unit return (default or end of term)

Reporting, Auditing & Continuous Improvement

• Perform routine audits across:
  
  • Agreements
  • Escrow accounts
  • Settlement deductions
  • Maintenance and claims activity
• Generate reports and provide insights to leadership on program performance
• Assess and recommend quarterly adjustments to:
  
  • Physical Damage Insurance Rates
  • Interest Rates
• Identify process improvement opportunities and support standardization initiatives

Job Qualifications:

Required

• 3�5+ years of experience in transportation, logistics, fleet operations, or financial/contract administration
• Strong understanding of lease purchase or independent contractor models (preferred)
• Experience working cross-functionally across operations, finance, and maintenance teams
• High attention to detail with strong auditing and analytical capabilities
• Proficiency in Microsoft Excel and data management tools

Preferred

• Experience with systems such as Luma, EFS, or similar platforms
• Knowledge of trucking industry settlements, escrow structures, and fuel programs
• Familiarity with maintenance workflows and third-party vendor management

Requirements & Competencies:

Core Competencies

• Ability to work in the office 5 days per week
• Ability to travel occasionally
• Cross-functional collaboration
• Financial and contract acumen
• Process discipline and compliance
• Problem-solving and critical thinking
• Communication and stakeholder management
• Data accuracy and attention to detail

Success Metrics (KPIs)

• Accuracy and timeliness of agreement processing
• Escrow account health and compliance
• Fuel card fraud resolution turnaround time
• Equipment readiness and lease cycle time
• Claims resolution and reconciliation efficiency
• Stakeholder satisfaction and responsiveness

Employee Benefits:

• Paid hourly $20-$24 per hour (Depending on knowledge, skillsets & experience)
• Full benefits - Medical, Vision, and Dental
• Life, Short- and Long-Term Disability
• Paid time off and 401K