Document Administrator III - Custom Mortgage Lending - Inline Quality Assurance Specialist

Job Description:

This job is responsible for preparing and reviewing documentation in accordance with the bank's policies and procedures to facilitate closings with the client and ensure lien perfection. Key responsibilities include working on highly complex documentation, supporting Loan Administrators with their primary responsibilities, and assisting the Market Leader in directing workflow and performing quality assurance. Job expectations include working with company vendors, legal counsel, line partners, and clients to ensure world class documentation accuracy.

The position is responsible for supporting the mortgage loan closing and document preparation process by ensuring loan files are reviewed, assigned, completed, and quality-checked accurately and within established service level agreements (SLAs). This role is accountable for managing highly complex loan documentation while maintaining strict adherence to compliance, regulatory, and investor guidelines. Responsibilities include timely self-assignment and processing of files, thorough review of documentation for accuracy and completeness, and proactive identification and resolution of issues that may impact closing timelines.

The position requires exceptional attention to detail, strong organizational skills, and effective communication and collaboration with internal business partners, including Sales, Processing, Closing, Quality Assurance, and Management, to ensure an efficient and compliant closing process.

The team members will be expected to review loan documentation for accuracy and completeness, identify and resolve documentation discrepancies, validate supporting documentation for fee changes or change of circumstance requests, and ensure closing disclosure and loan document packages are prepared in accordance with regulatory, company, and client expectations. The role also supports daily production goals, pipeline management, escalation resolution, and quality improvement initiatives.

This position requires the ability to work in a fast‑paced mortgage operations environment while maintaining accuracy, accountability, and professionalism. The team members must demonstrate ownership of assigned files, meet established turnaround times, follow department procedures, and contribute to a culture of quality, service, and continuous improvement.

Internal employees who are currently working from home are still eligible to apply. However, if selected for the role, you may be required to work onsite in accordance with the workplace excellence policy.

• Ensures that loan documentation and lien perfection meets bank policies and procedures and that work products are delivered in an accurately and timely manner
• Leads documentation, due diligence and collateral perfection, and monitoring of loan documentation for a specific market segment
• Reviews documents for accuracy, timely delivery, and necessary research requirements to ensure documentation reflects the appropriate transactional information and elimination of controllable rework
• Reviews the loan approval and loan documents prepared by counsel to ensure consistency and adherence to requirements
• Designs a robust filing and organizational process to assist in completing primary financial booking and initial loan funding
• Works closely with Client Managers, Credit and Portfolio Officers, agency management, internal and external legal counsel, and many internal operational support units to ensure seamless execution of transactions
• Validate supporting documentation for Doc Prep Fee increases, change of circumstance requests, and other file updates
• Demonstrate accountability, professionalism, and sound judgment in daily file handling
• Identify documentation gaps, fee discrepancies, missing support, or potential defects and escalate when appropriate
• Support quality control initiatives by reducing defects, improving accuracy, and following established review procedures

• 3 + years of experience in mortgage operations, construction lending, commercial lending, or related financial services roles
• Strong knowledge of mortgage closing documents, closing disclosures, and…