Loan - Business Banking Administration Assistant

The Loan Administration Assistant provides administrative and servicing support to the Business Relationship Manager, Business Banking Administrators and Bank Officers across the full life of commercial and agricultural loans. The role handles customer inquiries, loan file maintenance, document tracking, post-closing recording and collateral perfection, and paid-loan releases, while protecting customer information and following bank policy and regulation.

The ideal candidate is detail-oriented, service-minded and comfortable working with legal documents, county and state filing offices, and multiple bank systems.

• Answer routine phone and email inquiries courteously and professionally regarding loan advances, payments, balances, payoffs and general questions.
• Answer incoming branch calls and transfer them to the appropriate department.
• Greet walk-in customers and direct them to the proper department.
• Retrieve statements and check images as requested by customers.
• Know the bank's loan, deposit and cash management products, and actively cross-sell services to support the bank's growth goals. Refer customers to Universal Bankers, Lenders and Customer Service as needed.
• Schedule loan closings and officer appointments; coordinate with title companies, attorneys, appraisers and insurance agents.

• Provide administrative support to the Business Relationship Manager, Business Banking Administrators and Bank Officers.
• Process line-of-credit advances, loan payments and pay-downs; prepare payoff statements.
• Assist lenders in assembling loan request packages: gather borrower financial statements, tax returns and other documentation.
• Order and track credit reports, flood determinations, UCC and lien searches, title commitments and appraisals as directed.
• Assist with renewals and maturities: notify officers of upcoming maturities and required renewal documentation.

• Create new commercial loan files; maintain, file and image documents and correspondence in the bank's imaging system.
• Update and maintain the tickler/exception tracking system; follow up on insurance policies, financial statements, tax returns, covenant reporting and other required documents.
• Review loan files for completeness and accuracy; maintain and clear the documentation exception list.
• Help prepare past-due, maturity and exception reports for the Business Relationship Manager and loan committee.

• Process loans after closing, including UCC financing statements, mortgages, grants and other filings with the Secretary of State, County Recorder and Driver & Vehicle Services (titles/liens).
• Record documents using e-recording software; set up, update and follow up on outstanding recording tasks.
• Track recorded documents, title policies and vehicle titles until returned, and confirm lien position.
• Monitor UCC continuation dates and file continuations before lapse.

• Process paid loans, including mortgage satisfactions, partial releases, UCC terminations and amendments, assignments and releases of grants.
• Release vehicle and equipment liens and return original titles and collateral documents to customers.

• Prepare wire transfer documents using proper verification and signatures per policy and procedure.
• Complete internal transfers requested by customers after properly verifying identity in person or by phone.
• Issue official checks after verifying funds are available and obtain required officer endorsements.
• Assist in daily dual-control functions, including official checks and wire transfers, according to bank policy.

• Comply with all applicable federal and state laws, regulations and guidance, including the Bank Secrecy Act, USA PATRIOT Act, OFAC and Regulations CC, D and
  
  E.
• Complete Customer Identification Program (CIP) and beneficial ownership documentation for business borrowers and guarantors; identify and report potential suspicious activity to the BSA/AML Officer.
• Follow bank policies and procedures, including loan policy, information security and privacy; protect confidential customer and bank information.
• Recognize and escape social-engineering and wire/payment fraud red flags (e.g., changed payment instructions, urgent requests).
• Complete required training and participate in educational programs to build knowledge of…