Loan Administration Officer I

Loan Administration Officer Job Description

Job Title: Loan Administration Officer

Situation or Department Goal: Describe the obstacles or problems that the candidate will solve.

The Loan Administration Officer will oversee all aspects of loan documentation management to ensure legal, regulatory, and operational compliance across the bank's lending portfolio. The Officer will be responsible for verifying that loan documentation-from origination through servicing and payoff-is accurate, complete, and compliant with internal policies, investor requirements, and applicable state/federal laws. This role includes managing document exceptions, ensuring timely delivery of final loan packages, and providing guidance to support staff on documentation standards. The Officer will work closely with Loan Operations, Compliance, Legal, and external auditors to identify systemic documentation gaps, implement corrective measures, and maintain audit readiness.

Obstacles:

• Regulatory Complexity: Staying current with evolving documentation requirements across multiple loan types, jurisdictions, and investor guidelines.
• Exception Management: Addressing and clearing critical documentation exceptions that can delay funding, cause compliance violations, or increase credit risk.
• Cross-Functional Coordination: Aligning multiple stakeholders-including lenders, underwriters, title companies, and borrowers-while maintaining documentation integrity.
• System & Process Oversight: Ensuring the bank's loan documentation subsystem is accurate, secure, and optimized for efficiency.
• Risk Mitigation: Preventing legal, financial, and reputational risk caused by incomplete, inaccurate, or non-compliant loan files.

Actions:

• Oversight & Review: Direct the end-to-end loan documentation process, ensuring every document meets legal, regulatory, and bank standards before funding or booking.
• Compliance Assurance: Regularly audit documentation workflows to ensure compliance with Dodd-Frank, CFPB, state lending laws, and investor guidelines.
• Training & Guidance: Mentor new Loan Administration Officers and documentation staff on best practices, compliance requirements, and error prevention.
• Process Improvement: Analyze documentation workflows to identify bottlenecks, implement automation or standardization, and improve turnaround time.
• Exception Resolution: Act as escalation point for complex documentation issues, coordinating with internal and external stakeholders for timely resolution.
• System Optimization: Lead testing and enhancement initiatives for documentation systems, ensuring data integrity and usability.

Results:

• Compliance Success: Achieve zero critical findings in internal, external, or regulatory audits related to loan documentation.
• Accuracy Standards: Maintain 99.9% accuracy rate in all loan documentation packages.
• Exception Clearance: Reduce outstanding documentation exceptions by a measurable percentage (e.g., 25% reduction in aging exceptions annually).
• Processing Efficiency: Decrease documentation turnaround time by a defined target (e.g., 15% faster processing year-over-year).
• Risk Reduction: Prevent legal or financial loss due to documentation errors, with no adverse investor or regulatory actions.
• Staff Development: Improve team competency in documentation compliance through structured training, resulting in measurable improvement in error rates and productivity.

TASI Bank Culture:

At TASI Bank, we have a singular clear voice. In a single word: MAVERICK (adjective) displaying an independence of thought, not going along with a group or party. But more than simply being a "maverick" we strive to be a "Good Maverick," which we define as being courageous, willing to help others and to do the unexpected. As Good Mavericks, we are creative, good natured and always "Building Value" for our customers. We want to do good and be kind because that's who we are.

TASI Bank is the Maverick of community banking, challenging the market for the good of the client. We have a unique personality and a voice to match. We want it to come across in everything we say and everything that we set out do on behalf of clients and employees. The way TASI Bank conducts business is greatly impacted by our core values.

Positive Mental Attitude, Coachable, Resilience, Goal Driven, Work Independently and Patience represent the values and guiding principles for who we are and what we do when we produce and deliver "extra" ordinary service and results.

General Summary:

As a Loan Administration Officer you will evaluate and act as a liaison between applicants and our financial institution, helping qualified applicants obtain loans and set up payment plans. Your duties will include meeting with applicants, preparing loan proposals, and examining active loans. Support the banks strategic plans as we work together to grow our organization.

Category of Essential Functions & Task:

• FLSA Class: 100%
• Time: 100%

Manage the Relationship:

• Exempt: 15%
• Manage all communication with internal departments to facilitate all aspects of loan processes.
• Provides general support/assistance/coverage when requested.
• Participate in company/department/team meetings as required by sharing ideas and insights as requested.

Manage the Experience:

• Exempt: 15%
• Demonstrate brand behaviors through daily interactions with management, colleagues, and internal and external customers.
• Always uphold professionalism, promote a good work environment at its utmost to provide quality service to our customers and co-workers.
• Represent/participate in Bank sponsored events and community outreach programs.

Manage the Business/Transactions:

• Exempt: 40%
• Process loan applications / documentation and ensure they meet all approval criteria as well as follow all bank policies and procedures.
• Maintain and update account records.
• Analyze active loan files on a regular basis and recommend solutions to speed up the loan process.
• Process monetary transfers ensuring accuracy and safeguarding customer data by following bank processes.
• Maintain clearing and bank control accounts and ensure outstanding items are cleared daily, reconciled and in balance.
• Conduct periodic review of the Annual Escrow Analysis Statement and Ready Reserve and all other notice or statements to ensure information is correct and delivered to customer(s) in a timely manner.
• Conduct Monthly Certification and new loan reviews.
• Assist during audit by providing required documentation and ad hoc items as requested by the auditors.
• Assist in various projects that is essential in keeping up with the requirements in meeting the needs of our organization.

Manage/Mitigate the Risk:

• Exempt: 30%
• Update job knowledge on types of loans and other financial services.
• Assess various work functions to make efficient and take preventive measures to decrease cost and avoid potential losses.
• Conduct periodic testing and evaluation of banks Loan Subsystem for all Loan Product Types to ensure interest accruals, and transaction postings and all other monitoring codes are accurately processed.
• Ensure compliance of duties and responsibilities to make certain it is being performed in accordance to banks Policy and Procedures (UPM).
• Ensure confidentiality is maintained at all times.
• Complete all bank mandated training as required.

Required Knowledge, Skills and Abilities:

• Must have strong critical thinking skills.
• Excellent interpersonal and customer service skills.
• Ability to work flexible hours/days.
• Educated on various loan documents and understand its function.
• Must maintain confidentiality of client transactions and bank records.
• Team-oriented, possess a positive attitude and work well with others.
• Ability to interview customers and understand requests.
• Ability to prioritize; handle multiple tasks and work independently.
• Strong organization skills and detail-oriented with high degree of accuracy.
• Detail-oriented, methodical and self-motivated, ability to perform analysis and resolve matters.
• Above average verbal and written communication, multi-tasking and interpersonal skills.
• PC proficiency in word processing, spreadsheets and database software in an Internet environment.
• Ability to operate standard office equipment (typewriter, facsimile, copier, 10 -key calculator, HP financial calculator, and telephone).

Education and Experience:

• Bachelor's Degree in Business or Finance; High school graduate or equivalent general education diploma and 5 years banking experience; or a combination thereof.
• Credit Lending or Loan Processing experience preferred.

Physical Requirements & Working Conditions:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.
• Seeing: Must be able to read report and use computer regularly (100%).
• Hearing: Must be able to hear well enough to communicate to coworkers regularly (67-100%).
• Fingering/Grasping/Feeling: must be able to write, type, use phone, regularly (100%).
• Lifting/Pulling/Pushing Frequently (34-66%).
• Climbing/Stooping/Kneeling Occasionally (12-33%).
• Must be able to operate basic office equipment (PC, fax, copier and telephone) as well as new and emerging technology, including but not limited to smart phones, tablet devices, digital signage and monitors. Must be proficient in Microsoft Office.

Fair Labor Standards Act (FLSA) Classification:

Based off of the duties that are described for this role, this is an Exempt role.