Commercial Closing Administrator

Commercial Closing Administrator

Needham Bank

Job Summary:

The Commercial Closing Administrator is responsible for managing and coordinating all activities required to prepare, document, and execute commercial loan closings. This role works closely with Relationship Managers, Loan Officers, Analysts, Loan Operations, and external attorneys to ensure that every loan is accurately documented, compliant with regulatory and internal requirements. The CCA oversees the preparation of in‑house documents, validates key onboarding data, reviews settlement and closing packages, and ensures the timely upload and organization of all electronic files.

The ideal candidate is detail‑oriented, highly organized, and skilled at balancing multiple priorities in a fast‑paced lending environment.

To perform this job successfully, the individual must be able and willing to perform all essential duties satisfactorily. The position responsibilities outlined here are not exhaustive. Additional duties, responsibilities and qualifications may be required and/or assigned as necessary. Reasonable accommodation may be made to enable individuals with disabilities to perform essential duties.

• Co‑manage loan closings in partnership with Relationship Managers, Loan Officers, and closing attorneys.
• Prepare all in‑house closing documentation and ensure timely delivery to all parties.
• Review and reconcile discrepancies between credit approvals and legal documents.
• Review settlement statements, closing packages, and funding documentation to ensure accuracy and compliance.
• Identify, troubleshoot, and resolve critical closing issues to prevent delays.
• Create and maintain accurate fee instructions, funding instructions, and onboarding details.
• Update and review all loan booking fields within Loan Vantage.
• Create and review Boarding Sheets to support accurate and compliant loan booking.
• Coordinate booking and funding activities with Loan Operations to ensure proper onboarding.
• Upload all pre‑closing and final loan files to iDentifi and ensure complete electronic documentation.
• Review loan documentation for completeness, accuracy, and adherence to policy and regulatory requirements.
• Run and validate OFAC checks in accordance with compliance procedures.
• Complete Loan Vantage onboarding for C&I and CRE loans.
• File UCC documentation and maintain accurate records.
• Create and validate Beneficial Ownership forms.
• Collect, review, and validate insurance documentation for each closing.
• Perform quality control reviews, including Minor/FDIC QC in addition to standard QC requirements.
• Compile modification packages and ensure completion of required documentation.
• Upload and audit loan files for booking accuracy and compliance.
• Attend and participate in Pipeline meetings to support operational planning and workflow management.
• Prepare internal forms, including auto‑pay agreements and line‑of‑credit authorization forms.
• Communicate proactively with RMs, Analysts, Loan Operations, and external partners to support efficient closing and servicing processes.

• Advanced understanding of commercial loan processes, products, and services.
• Ability to work on multiple transactions simultaneously and meet service‑level deadlines.
• Ability to work independently and demonstrate sound problem‑solving skills.
• Willingness to go above and beyond to close a deal, including taking extra steps when necessary to ensure completeness of a file.
• Highly skilled at providing innovative and out‑of‑the‑box solutions on all policies and procedures.
• Adherence to Needham Bank’s Core Values (Quick Decision‑Making, Reliability, Relationship‑Based Focus, and Quality Service).

• 2-3 years of commercial closing experience.
• Loan Vantage experience preferred but not required.
• Microsoft experience.
• Ability to manage workflows efficiently.

While performing duties of this job, employees are occasionally required to stand, walk, sit, use hands, or feel objects, tools, or controls; reach with hands and arms; speak clearly and hear efficiently. Employees may occasionally lift and/or move up to, or more…