Administrative Assistant I (Field Exam Coordinator)

Pathward, N.A. • Franklin, TN

1d • $17 - $28 • Hybrid

About The Position

The Field Exam Coordinator provides comprehensive administrative, logistical, and operational support to the Field Examination team while overseeing day-to-day office coordination responsibilities. This role ensures seamless planning and execution of field exams, maintains accurate documentation and reporting processes, and serves as a central point of coordination between examiners, internal partners, clients, and office operations. In addition to field exam responsibilities, this role supports daily office operations to ensure a professional and efficient working environment. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a deadline-driven financial services environment.

Requirements

• 2+ years of administrative, coordination, or operations experience (financial services environment preferred).
• Strong organizational and time management skills with the ability to manage multiple concurrent priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, Teams).
• High attention to detail and commitment to accuracy.
• Experience supporting cross-functional teams in a deadline-driven environment.
• Ability to manage confidentiality and handle sensitive borrower information

Nice To Haves

• Experience in banking, lending, audit, compliance, or field examination settings.
• Familiarity with financial statements, borrowing base reports, or loan documentation.
• Experience managing shared calendars, scheduling across multiple stakeholders, or coordinating travel logistics.

Responsibilities

• Field Exam Coordination & Scheduling Coordinate and schedule field examinations, including examiner assignments, travel logistics, and client communications.
• Maintain and manage the field exam calendar, tracking deadlines, reschedules, follow-up items, and examiner availability.
• Distribute and track pre-exam data requests and required documentation to ensure readiness.
• Monitor exam status and proactively identify scheduling conflicts or capacity concerns.
• Documentation & Compliance Support Prepare, organize, and maintain field exam files, reports, and supporting documentation in accordance with company policy.
• Compile financial statements, prior exam reports, and background materials for examiner review.
• Review submitted documentation for completeness and accuracy; escalate missing or delayed information as needed.
• Upload, categorize, and maintain records within shared systems and document management platforms.
• Support reporting needs by generating status updates, exam tracking summaries, and performance metrics.
• Client & Cross-Functional Communication Serve as the primary administrative point of contact for clients regarding exam scheduling, logistics, and documentation requirements.
• Communicate professionally with Relationship Managers, Credit, Operations, and other internal stakeholders.
• Provide timely updates, reminders, and follow-ups to ensure smooth coordination across all parties.
• Support leadership with meeting preparation, reporting materials, and exam-related communications.
• Operational & Process Support Track examiner workload and capacity to support balanced assignments and resource planning.
• Maintain process documentation, templates, and standard operating procedures.
• Assist with onboarding new examiners by coordinating access, training materials, and scheduling.
• Identify opportunities to improve workflow efficiency and enhance exam coordination processes.
• Office Coordination & Administrative Operations Oversee daily office coordination, including workspace readiness and facility needs.
• Manage front desk coverage, visitor check-in processes, and vendor interactions.
• Coordinate onboarding and offboarding logistics, including workspace setup, equipment coordination, and badge access.
• Support meeting logistics, conference room scheduling, catering coordination, and internal events.
• Track office supply inventory, vendor invoices, and budget-related documentation, including invoice processing.
• Maintain shared calendars, emergency procedures, and general office communications.
• Partner with IT and Facilities to manage equipment lifecycle, service requests, and operational needs.
• Support employee engagement initiatives and team events as appropriate.
• Office Operations (Franklin on‑site coverage) Daily office coordination & readiness: conference room setup/turn, visitor reception, mail/shipping, supply management, light facilities tickets, and vendor touchpoints.
• Executive day‑of support: onsite logistics on days leadership is in Franklin (e.g., meeting flow, materials, quick turn requests), ensuring the space remains organized and fully functional without pulling SVP admins off strategic work.
• Continuity guardrails: centralized intake and routing of in-office asks so the SVP admin team stays focused on senior‑level work while routine, time‑sensitive tasks are handled reliably on site.
• Field‑Exam Coordination (lending/audit support) Scheduling & logistics: examiner assignments, borrower availability, travel/room coordination, and timelines.
• Document control & readiness: pre‑exam packets, requested docs tracking, secure intake, and audit trail maintenance.
• Workflow tracking & reporting: status/exception logs, deliverable deadlines, and distribution of completed reports to stakeholders.
• Risk & efficiency: keeping examiners/underwriters focused on analysis by absorbing the administrative load that, if dispersed, slows turn‑times and increases error risk.

Benefits

• Pathward offers a comprehensive benefits package for eligible employees, including health insurance, 401(k) retirement benefits, life insurance, disability benefits, paid time off, and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed