GENERAL FUNCTION:

The Commercial Loan Documentation & Closing Agent is responsible for coordinating, preparing, reviewing, and facilitating the closing of commercial loan transactions in accordance with bank policies, regulatory requirements, and approved credit authorizations. This position serves as a critical liaison among lenders, borrowers, attorneys, title companies, and other third parties to ensure accurate documentation, timely closings, and proper perfection of collateral interests. The ideal candidate possesses strong knowledge of commercial lending documentation, closing procedures, collateral requirements, and regulatory compliance, with exceptional attention to detail and organizational skills.

MAJOR DUTIES AND RESPONSIBILITIES:

• Review approved commercial loan packages, credit approvals, and underwriting conditions to determine documentation requirements.
• Prepare, review, and coordinate commercial loan documentation, including loan agreements, promissory notes, security agreements, guaranties, mortgages, deeds of trust, assignments, and other related documents.
• Utilize document preparation systems and attorney-prepared documents to ensure accuracy and consistency with approved loan terms.
• Verify compliance with loan approval conditions and bank policies prior to closing.
• Ensure all required approvals, insurance certificates, appraisals, environmental reports, and due diligence items are obtained and reviewed.
• Coordinate loan closings with borrowers, lenders, attorneys, title companies, and other third parties.
• Prepare closing checklists and monitor transaction progress to ensure timely funding.
• Review executed loan documents for completeness, accuracy, and proper execution.
• Confirm satisfaction of all closing conditions before authorizing funding.
• Coordinate disbursement of loan proceeds and ensure proper documentation of funding activities.
• Ensure proper perfection of collateral through UCC filings, lien recordings, title work, assignments, and other required filings.
• Coordinate recording of mortgages and related security instruments.
• Review title commitments, title policies, and lien searches to identify and resolve issues affecting collateral.
• Complete post-closing reviews to verify all required documents and filings have been received.
• Track and clear post-closing exceptions in a timely manner.
• Ensure all loan documentation complies with applicable laws, regulations, and internal policies.
• Maintain adherence to commercial lending procedures and documentation standards.
• Identify documentation deficiencies, exceptions, and potential risks and escalate concerns as appropriate.
• Assist with internal audits, loan reviews, and regulatory examinations.
• Maintain accurate records and documentation within loan servicing and document management systems.
• Serve as a primary point of contact for lenders, borrowers, attorneys, and third-party service providers throughout the closing process.
• Provide guidance regarding documentation requirements and closing procedures.
• Foster strong working relationships while ensuring adherence to bank policies and risk management standards.
• Demonstrates an aptitude for banking and exhibits proficiency in all areas of loan documentation. Has an inherent duty and responsibility to follow all policies and procedures regarding loan documentation.
• Assists Lending Officers in processing loans and correspondence. Processes loans, mortgages, and other supporting documentation and correspondence for all Loan Officers.
• Assembles and reviews for completeness the documentation necessary to be included in file for all loans processed in the Loan Processing Department. Processes files from opening through closing of each loan.
• Reviews real estate appraisals and title insurance for exceptions regarding mortgage loans. Works with Loan Officers to clear exceptions.
• Prepares real estate loan documentation for loan closings.
• Originates and follows up on mortgage loan files in compliance with all state and federal regulations.
• Maintains current knowledge of underwriting guidelines for various investors and internal software systems used.

• Requires the ability to interact effectively with all levels of bank personnel. Responsible for directing the workflow for the department.
• Assumes duties of Underwriter as needed.
• Assumes duties of Processor as needed.

ADDITIONAL RESPONSIBILITIES

• Resolves questions or problems with tact and performs clerical duties necessary for the efficient operation of the department.
• May assist in processing draws and recording on loans.
• Knowledgeable of all bank products and services.
• Ability to cross-sell to existing and prospective customers.
• Performs all other duties assigned by supervisor.

JOB QUALIFICATIONS:

• High school graduate or equivalent
• Minimum of 3-5 years of commercial loan documentation, loan closing, commercial banking operations, or related experience.
• Experience reviewing and preparing commercial loan documents and coordinating complex loan closings preferred.

• Proven knowledge of loan policies and procedures.
• Intimate knowledge of Real Estate Settlement and Procedures Act, Truth in Lending, and Home Mortgage Disclosure Act. Understanding of UCC filings, collateral perfection, title insurance, and lien documentation.
• Familiarity with commercial real estate, C&I, construction, and SBA lending transactions.
• Excellent organizational skills and communication skills, both verbal and written. Demonstrated ability to interact with customers and employees and listen effectively.
• Demonstrated ability to adapt to and use other PC based software packages.

STANDARDS OF PERFORMANCE

• Attains specific goals related to production and quality documentation as described by supervisor.
• Performs all areas of responsibilities so they are completed in a timely, accurate, and thorough manner.
• Acceptable attendance and reporting to work in a timely manner.
• Maintains positive work-environment with co-workers, vendors, and customers.
• Conducts customer relations in a manner that will enhance the overall marketing effort of the bank.
• Must be courteous and respectful of all customers and employees.
• All employees are expected to conduct themselves in a professional matter, which is conducive to the effective operation of the Bank.
• Follows and implements all company policies and procedures.
• Ability to maintain matters of a highly confidential nature.
• Honesty must be an essential ingredient in all matters.
• Attempts to return all phone calls the same day as they are received.

RISKS

Losses resulting from legal and compliance issues. Losses resulting from improper documentation. Fines and/or penalties resulting from state and federal examiners.

CONTROLS

Reviews completed by credit administration, internal and external auditors, supervisor, and federal examiners. Documentation reviewed by loan administration and loan officers.

EQUIPMENT INVOLVED:

Computer, calculator, loan processor, telephone, copier, fax machine, and other business-related equipment on bank premises.