Documentation Officer

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Full Time 2 Professional Corona Del Mar, CA, US

5 days ago Requisition

Salary Range: $ To $ Annually

Job Summary

The Documentation Officer oversees the preparation, review, maintenance, and servicing of commercial, commercial real estate, and construction loan documentation, ensuring accuracy, completeness, and compliance with internal policies, legal requirements, and regulatory standards.

Key Responsibilities

• Compile, prepare, and review all documentation required to execute loan transactions for the division.
• Collaborate with attorneys to ensure all loan documents are complete, accurate, and legally compliant.
• Work with title companies to obtain title policies and required endorsements, including ALTA 110 endorsements.
• Verify that all required insurance coverage, including fire, flood, and liability insurance, is properly obtained and maintained.
• Ensure compliance with all applicable Federal Reserve banking laws, regulations, and industry requirements.
• Maintain compliance with all Farmers & Merchants Bank policies, procedures, and internal controls.
• Serve as a professional representative and advocate for Farmers & Merchants Bank in all interactions, both professionally and personally.

Compliance Responsibilities

Complies with all applicable state and federal banking laws, regulations, and internal policies related but not limited to lending, operations, and deposit requirements, including Bank Secrecy Act (BSA), Anti-Money Laundering (AML) requirements, Office of Foreign Assets Control (OFAC) regulations, Customer Identification Program (CIP) requirements, Financial Elder Abuse reporting laws, Sexual Harassment prevention policies, information security and privacy requirements.

Required Knowledge

• Excellent customer service and relationship management skills, with a commitment to providing exceptional service to both internal and external clients.
• Strong analytical, problem-solving, and organizational skills, with the ability to adapt and perform effectively in a fast-paced, dynamic environment.
• Self-motivated, proactive, and results-oriented, with the ability to manage multiple priorities while maintaining a high level of accuracy and attention to detail.
• Advanced proficiency in Microsoft Office applications, including Excel and Word.
• Solid knowledge of commercial lending principles, loan documentation, and applicable banking regulations and compliance requirements.
• Thorough understanding of title insurance policies, endorsements, requirements, and common exceptions as they relate to commercial loan documentation.
• Ability to communicate effectively and collaborate with attorneys, title companies, insurance providers, lending officers, and other stakeholders.
• Strong attention to detail and commitment to ensuring documentation accuracy,

Knowledge,

Skills and Abilities

• Basic mathematical and financial calculation skills.
• Strong critical thinking, sound judgment, and problem-solving abilities.
• Ability to actively listen, learn quickly, and apply new knowledge effectively.
• Excellent verbal and written communication skills with the ability to convey information clearly and professionally.
• Ability to communicate respectfully and effectively with management, colleagues, customers, and external business partners.
• Strong interpersonal skills with the ability to build positive working relationships across departments.
• Demonstrated ability and desire to work collaboratively in a team environment and contribute to shared goals and team success.
• Ability to manage multiple priorities while maintaining accuracy, attention to detail, and compliance with established procedures.

Equipment Operated

• Operates standard electronic computers and customary office equipment required to perform essential job functions.
• Use of equipment is required, with or without reasonable accommodation, in accordance with the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA).

Physical Requirements & Work Environment

The physical demands and work environment characteristics described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Nothing in this description is intended to limit the availability of reasonable accommodation under applicable law.

• Ability to perform repetitive movements associated with office and computer-based work.
• Ability to sit and or stand for extended periods of time to perform essential job functions.
• Ability to lift, carry, or move objects weighing up to 25 pounds, with or without reasonable accommodation.
• Ability to use hands and fingers to manage, manipulate, or feel objects and operate standard office equipment.
• Work is primarily performed in an office environment with a controlled temperature and standard office conditions.

Education and Experience

• High School…