Loan Administration Assistant - Real Estate Specialist

Job Details

Job Location:

Pigeon, MI 48755

Position Type:
Full Time Job Category:
Banking

Summary:

The Loan Administration Assistant – Real Estate Specialist prepares, coordinates, and reviews documentation for commercial and agricultural loans, with a primary emphasis on loans secured by real estate. The position supports an accurate and efficient closing process by reviewing title evidence, satisfying documentation requirements, completing pre-closing controls, and maintaining electronic loan files. The specialist also performs UCC and credit-report functions and works closely with lenders, title companies, attorneys, customers, and other service providers.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Prepare and assemble commercial and agricultural loan documents for real estate-secured transactions in accordance with approved loan terms, bank policy, applicable procedures, and closing instructions.
• Review loan approvals and supporting documentation to identify required documents, collateral, lien positions, guaranties, entity authority, insurance, title, appraisal or evaluation, environmental, flood, and other closing conditions.
• Coordinate outstanding items with lenders, loan administration personnel, title companies, attorneys, insurance agents, customers, and other parties, and promptly communicate exceptions or unresolved conditions.
• Complete and document pre-closing checklists before documents are released for execution or funding; elevate missing, inconsistent, or unacceptable items.
• Confirm that borrower, guarantor, collateral, vesting, loan amount, legal description, and other material information are consistent across approvals, title work, and loan documents.
• Assist with scheduling and closing preparation, including execution packages, recording documents, filing instructions, and post-closing follow-up items.
• Read and understand title commitments for commercial and agricultural real estate, including fee simple ownership, proposed insureds, estate or interest in land, legal descriptions, requirements, stipulations, exceptions, easements, restrictions, taxes, mortgages, liens, and other matters affecting title.
• Compare the title commitment to the approved collateral and requested lien position; identify ownership, legal description, vesting, priority, exception, and coverage concerns for resolution before closing.
• Track and obtain required satisfactions, releases, affidavits, endorsements, gap coverage, survey-related items, recording items, and other title conditions applicable to the transaction.
• Review final title policies and endorsements against the commitment and closing requirements to verify the correct insured party, policy amount, effective date, legal description, lien priority, endorsements, and disposition of prior requirements and exceptions.
• Document discrepancies and route legal, underwriting, coverage, or policy exceptions to the appropriate lender, supervisor, title company, or legal counsel rather than independently providing a legal opinion.
• Prepare and file UCC financing statements with the appropriate filing office in accordance with authorized instructions and established procedures.
• Perform UCC searches and review search results for debtor-name accuracy, filing jurisdiction, existing liens, collateral descriptions, lapse dates, and potential priority issues; communicate findings for resolution.
• Pull consumer and commercial credit reports from approved providers when authorized and permissible, protect confidential information, and upload reports to the designated loan file.
• Scan, index, quality-check, and upload supporting documentation to the bank's cold-storage or imaging system using established naming, retention, and access standards.
• Maintain ticklers or follow-up records for pending title policies, recorded documents, UCC continuations, exceptions, and other trailing documentation.
• Perform quality-control review of electronic files for completeness, legibility, correct indexing, and consistency with the final transaction.
• Follow bank policies, internal controls, approved procedures, and applicable consumer, commercial, agricultural privacy, information-security, record-retention, and lending requirements.
• Protect confidential customer and bank information and use systems, reports, and documents only for authorized business purposes.
• Meet established documentation and closing timelines while maintaining accuracy and a clear audit trail.
• Provide…