Note: The job is a remote job and is open to candidates in USA. Millennium Bank is seeking a Loan Administration Specialist to support its commercial lending operations. The role manages loan documentation, due diligence, collateral records, document imaging, file maintenance, vendor coordination, and administrative support from loan origination through loan booking while ensuring accuracy and regulatory compliance.
Responsibilities
- Review corporate documentation to verify borrower information and ensure required entity documents have been received and maintained
- Verify EIN documentation and supporting borrower records
- Order and review OFAC searches for business entities
- Perform UCC searches and provide results to appropriate lending and documentation personnel
- Review flood determinations to verify collateral information is accurate and complete
- Assist with collecting and organizing documentation required for loan processing and closing
- Communicate with Loan Officers and Portfolio Managers regarding outstanding documentation requirements
- Assist with preparing complete loan files for documentation, closing, and booking
- Order appraisals and coordinate with appraisal vendors
- Order title commitments and obtain final title policies
- Create collateral folders for vault retention and recordkeeping
- Retrieve loan files and documentation as requested by internal departments, auditors, and management
- Archive loan files and documentation in accordance with retention requirements and Bank procedures
- Monitor document imaging queues and ensure timely processing of loan documentation
- Reserve loan numbers within Bank systems
- Scan, upload, index, and organize loan documentation in Sageworks and other imaging systems
- Review executed loan documentation to ensure all required signatures, dates, and supporting documents have been received and are complete prior to loan boarding
- Maintain electronic and physical loan files
- Retrieve loan documentation and provide file support to internal departments
- Process returned mail and contact customers to obtain updated address information
- Serve as a support resource for Loan Officers, Portfolio Managers, Loan Documentation Specialists, and Loan Servicing Specialists
- Assist Loan Servicing by assembling documentation required for boarding and booking loans
- Maintain effective working relationships with borrowers, vendors, and internal departments
- Perform other duties and special projects as assigned
Skills
- High school diploma or equivalent required
- Equivalent combination of education and banking experience may be considered
- Working knowledge of commercial, consumer, real estate, and SBA lending practices
- Knowledge of business entity documentation, OFAC searches, UCC searches, title commitments, title policies, flood determinations, and loan documentation requirements
- Familiarity with commercial loan processing, collateral documentation, and loan boarding procedures
- Working knowledge of banking regulations and compliance requirements affecting loan documentation and record retention
- Proficiency with banking software, document imaging systems, Microsoft Office applications, and reporting tools
- Strong attention to detail and commitment to accuracy
- Ability to identify missing, incomplete, or inaccurate loan documentation and coordinate resolution with appropriate parties
- Strong analytical, organizational, and critical-thinking abilities
- Ability to prioritize workloads and effectively manage multiple deadlines
- Excellent written and verbal communication skills
- Ability to interact effectively with borrowers, attorneys, title companies, insurance providers, and internal stakeholders
- Strong customer service and relationship management skills
- Ability to professionally communicate documentation deficiencies and exception requirements
- Strong organizational and follow-through skills
- Ability to manage multiple priorities in a fast-paced banking environment
- Ability to work independently while maintaining accountability and accuracy
- Ability to maintain confidentiality and handle sensitive information appropriately
- Ability to sit for extended periods and use a computer workstation regularly
- The ability to see clearly at 20 inches or less, with or without corrective lenses, to read documents and/or view computer screens
- The ability to hear, with or without hearing assistance, and communicate effectively in person and by phone
- The ability to use hands/fingers to enter, retrieve, and manipulate data using a keyboard and computer on a daily basis
- Frequent use of telephone, email, and other digital communication tools
- Ability to manage multiple tasks and deadlines in a fast-paced banking environment
- Associate's degree or Bachelor's degree in Business, Finance, Accounting, Banking, or a related field preferred
- Minimum of one (1) to two (2) years of banking, loan operations, document imaging, administrative support, or financial services experience preferred
- Experience maintaining electronic records and document management systems preferred
- Experience with loan documentation, loan servicing, or loan operations preferred
- Experience with Fiserv banking systems preferred
- Experience using imaging, scanning, or document management technology preferred
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