LOAN OPERATIONS COLLATERAL ADMINISTRATION SEN

POSITION TITLE:      Loan Operations Collateral Administrative Senior Specialist 

DEPARTMENT:        Operations - Loan Operations

LEVEL:    107 

FLEXIBLE WORK PROGRAM ELIGIBILITY CODE: Hybrid Work (HW) & Flextime (FLT)

Function:

Under the general supervision of the VP Loan Operations, this position is responsible for a variety of loan servicing duties related to Real Estate, Consumer and Commercial loans including processing collateral documentation such as recording assignments, UCC filings, and discharges. The role also ensures the accurate recordation and release of collateral for all loan types and in compliance with applicable state and federal regulations.

Duties:

1. Conduct quality control reviews for payoff documentation on Residential, Consumer, and Commercial loans, including discharges, UCC filings, and paid promissory notes, ensuring timely collateral document releases.
2. Research and resolve missing discharges, including preparing and filing duplicate discharges and assignments as needed.
3. Oversee the perfection of collateral for new Residential, Consumer, and Commercial loans, including Manufactured Homes.
4. Monitor promissory notes for new loans using Salesforce reports, coordinating with front-end staff to address discrepancies.
5. Prepare collateral releases and reassignments upon payoff or as required, and manage UCC filings, including releases, renewals, and terminations.
6. Conduct routine vault audits to ensure accurate identification and removal of collateral for upcoming loan sales or Salesforce-paid loan reports.
7. Respond to Salesforce cases, including payoff requests, payment corrections, and customer service inquiries.
8. Review and maintain Simplifile reports, addressing potential rejections or issues and updating state, town, and county information for electronic processing.
9. Responsible for accepting assigned loans via MERS from BayCoast Mortgage and oversee portfolio monitoring. Reconcile MERS activity on a monthly basis.
10. Process partial releases by preparing quotes, managing documentation, and coordinating with attorneys and registries to ensure proper recording and follow-up.
11. Monitor ILiens to ensure UCC renewals and releases comply with regulations.
12. Resolve FHLB pledging rejections through troubleshooting and issue resolution.
13. Review daily and monthly department reports for accuracy.

1. Address inquiries from attorneys and customers, providing information and resolving issues, while supporting retail branches and loan officers with customer concerns.
2. Ensure compliance with federal regulations related to lending, including but not limited to GLB, BSA, PATRIOT Act, OFAC, and CIP requirements.
3. Assume additional responsibilities as assigned. Overtime may be required during high-volume periods to maintain workflow.

Requirements: 

To perform this job successfully, an individual must be able to perform each essential job function in a satisfactory manner. The requirements listed are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Knowledge – Excellent understanding of loan processing practices, methods, and procedures. Ability to work in a high demand, deadline sensitive environment.

• Technology – Proficient in operating a personal computer, including the ability to work with Microsoft Word, Microsoft Excel, Microsoft Outlook, and Microsoft Teams, as well as navigate the internet. Experience with COCC Insight and Salesforce strongly preferred.

• Accuracy/Quality – Achieve a high standard with workflows and outcomes. Complete tasks with a concern for all the details, monitoring work for precision, clarity, and completeness.

• Dependability – Ability to follow instructions and respond to management’s directions. 

• Time Management – Assess multiple tasks or issues which are competing for limited time and resources, effectively determining their order, and addressing them. Set priorities, goals, and timeframes to achieve their maximum productivity. Maintain and keep record of their complete and incomplete tasks.

• Teamwork – Collaborate and cooperate with others as a part of a formal or informal team to accomplish Bank goals. Respect the needs, ideas, and contributions of others. Contribute to and accept group consensus. Subordinate their own objectives to those of the Bank and/or their team. 

• Communication – Excellent communication skills, both verbal and written, whether it be internal staff, customers, and/or third-party vendors. Actively listen, provide explanations, or feedback, and resolve conflict in a polite manner. Adaptability to changes in both the workplace and regulations. 

• Customer Service – Provide high quality customer service, meeting the customer’s needs in a timely, efficient, and professional manner. Follow up on customer complaints, questions, or requests. Maintains confidentiality.

Equipment Used:

General office equipment. 

Physical/Work Condition Requirements:

In the performance of respective tasks and duties, the employee is expected to successfully perform the essential functions of the position.  Reasonable employee accommodation for physical or mental disabilities will be considered on a case-by-case basis. While performing duties, the employee is required to sit, talk, hear, lift up-to 20 lbs., and may be required to work evenings and/or weekends, as well as attend remote meetings, and/or travel.