Documentation & Administrative Specialist - Mortgage Warehouse Lending

Customers Bank • Hillsborough Township, NJ

1d • $115,000 - $125,000

About The Position

This position is responsible for supporting a portfolio of Warehouse Lending customers through end-to-end legal documentation management, cross-functional coordination, and broad administrative support. This role requires strong independent judgment, attention to detail, and a customer-focused mindset. The position serves as a primary contact for assigned clients, working closely with the Warehouse Lending Credit team, Relationship Managers, external legal counsel, and the Warehouse Lending customer base to ensure accuracy, compliance, and timely execution of legal documentation. In addition to documentation responsibilities, this role plays a meaningful part in the day-to-day administrative operations of the department, and actively contributes to the adoption and effective use of AI-powered tools to improve productivity, document quality, and workflow efficiency.

Requirements

• Bachelor’s degree or equivalent work experience.
• Experience in mortgage warehouse lending is preferred.
• Experience with legal documentation management and/or paralegal experience.
• Ability to manage multiple priorities in a deadline-driven environment.
• Self-starter with excellent time management skills.
• Strong analytical and decision-making skills with the ability to interpret legal documentation.
• Strong attention to detail and organizational skills.
• Clear, professional written and verbal communication skills.
• Demonstrated experience providing customer service to external business clients.
• Ability to work independently while collaborating effectively with internal partners.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, Teams).
• Experience using or willingness to actively adopt AI productivity tools, including Microsoft Copilot, ChatGPT, and similar platforms, to support documentation and administrative workflows.
• Ability to critically evaluate AI-generated output for accuracy, appropriateness, and compliance with professional and regulatory standards.
• Familiarity with document management systems and shared drive platforms (e.g., SharePoint).
• Comfort with digital collaboration tools and remote work technologies.
• Willingness to learn other application tools and systems within Warehouse Lending as needed.

Responsibilities

• Manage and maintain legal documentation for the Warehouse Lending customer base, ensuring accuracy, completeness, and compliance with approved credit terms.
• Partner with credit analysts, operations, and relationship managers to review and validate legal documentation against internal credit approvals and system records.
• Determine whether documentation can be handled internally or requires external counsel, and coordinate with outside counsel to ensure timely, accurate execution.
• Oversee execution of warehouse facility/MSR agreements, amendments, custodial agreements, and waiver letters — ensuring all documents are properly signed, tracked, and recorded.
• Support day-to-day administrative operations including invoice and vendor processing, scheduling, correspondence, meeting prep, shared drive management, and departmental subscription renewals.
• Serve as a liaison across IT, Compliance, Legal, and other internal partners on cross-functional tasks and projects.
• Leverage AI tools (Copilot, ChatGPT, and similar platforms) to draft, review, summarize, and improve documentation quality and consistency.
• Identify opportunities to automate repetitive documentation and administrative workflows using AI, and support broader departmental AI adoption.
• Evaluate AI-generated content for accuracy and compliance before use, and serve as a resource for colleagues on effective AI tool usage.
• Contribute to process improvements that enhance documentation accuracy and workflow efficiency.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree