Loan Admin Assistant I

Southside Bank•Cleveland, TX

19h•Onsite

About The Position

This entry-level, non-exempt support role works with supervision and assistance as needed to provide administrative and operational support to the lending department. Duties include assisting with loan processing, documentation, closing coordination, loan servicing, record maintenance, customer service, and regulatory compliance. The position works closely with loan officers, administrative staff, borrowers, loan operations, credit, underwriting, accounting, compliance, and other internal departments to process loans accurately and efficiently in accordance with Bank policies and applicable regulations. The role is also a key customer-service point of contact for loan and non-loan requests. The assistant provides timely communication, explains administrative requirements, follows through on requests, resolves routine issues, and coordinates with appropriate personnel so customers receive accurate and professional service. The position supports the efficient operation of the lending department and is expected to comply with Bank policies, procedures, internal controls, audit requirements, applicable laws and regulations, the Bank Secrecy Act and related anti-money-laundering requirements, and the Bank’s Information Security Program. The position is based in an indoor office setting that is well-lighted, heated and/or air-conditioned, adequately ventilated, and has moderate noise. The schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.; overtime may be needed. The employee must be able to remain stationary 90% of the time, occasionally move around the office, operate a computer and other office machinery, and communicate and exchange accurate information throughout the day. Manual dexterity and the ability to handle and perceive items and materials are required.

Requirements

High school diploma or GED, or one to three months of related experience and/or training, or an equivalent combination of education and experience.
High degree of accuracy and attention to detail.
Ability to review documents and identify missing or inconsistent information.
Ability to prioritize multiple tasks and meet established deadlines.
Strong organization and time-management skills.
Ability to maintain confidentiality and handle sensitive financial information.
Problem-solving ability and ability to work effectively both independently and as part of a team.
Professional customer service skills and polished written and verbal communication skills.
Sound judgment and ability to escalate issues appropriately.
High proficiency in core banking software such as Jack Henry or Fiserv, loan origination systems, and Microsoft Office Suite.
Strong familiarity with lending terminology, title work, lien perfection, and regulatory requirements.
Manual dexterity sufficient to reach and handle items and work with fingers; ability to perceive attributes of objects and materials.
Ability to remain stationary 90% of the time, occasionally move around the office, and operate a computer and other office productivity machinery.
Ability to communicate frequently and exchange accurate information.

Responsibilities

Process loan applications and organize required supporting documentation.
Maintain complete, accurate, and organized electronic and physical loan files.
Review loan documents for completeness, accuracy, signatures, dates, and supporting information.
Enter and maintain borrower and loan information in loan processing and core banking systems.
Provide administrative support to loan officers throughout loan origination and servicing.
Prepare loan documents, disclosures, correspondence, reports, and other lending materials.
Coordinate loan closings and help ensure closing documents and conditions are satisfied.
Track outstanding loan conditions and follow up with borrowers, loan officers, vendors, and internal departments.
Order and monitor third-party services, including appraisals, title work, credit reports, flood determinations, insurance documentation, and other required reports.
Monitor loan processing, closing, renewal, and servicing deadlines.
Serve as an administrative contact for borrowers on documentation, application status, closing requirements, payments, renewals, and routine loan matters.
Perform loan file quality-control reviews and identify missing, incomplete, or inconsistent information.
Assist with loan funding and disbursements by verifying documentation and following established procedures.
Process or assist with loan-related transactions, including payments, payoffs, advances, renewals, extensions, and modifications.
Gather documentation and coordinate approvals for loan renewals, extensions, and modifications.
Maintain tracking systems for maturities, insurance expirations, financial statements, annual reviews, and other follow-up items.
Prepare and maintain pipeline, exception, maturity, delinquency, and other assigned loan reports.
Follow up on missing or expired documentation and assist in resolving outstanding loan requirements.
Coordinate with credit, underwriting, loan operations, accounting, compliance, and other departments to facilitate loan processing.
Maintain confidentiality of borrower financial and personal information, Bank records, and other sensitive information.
Follow Bank policies, procedures, internal controls, and operational standards; support compliance with applicable banking regulations and lending requirements.
Identify and promptly escalate discrepancies, exceptions, documentation deficiencies, and other issues to appropriate personnel.
Provide professional and responsive service to borrowers, loan officers, vendors, and internal departments.
Perform general administrative work, including filing, scanning, copying, data entry, record retention, correspondence, and scheduling.
Maintain a positive and caring atmosphere consistent with Southside Bank’s mission, CORE Values, and Blue Book culture guide; provide enthusiastic, professional, and courteous service to customers and employees.
Participate in team efforts to achieve departmental and company goals and comply with Southside Bank policies and procedures.
Comply with applicable audit policies and procedures, laws and regulations, including BSA and related anti-money-laundering laws, and the Bank’s Information Security Program.
Serve as a primary administrative contact for non-loan customer matters, including deposit accounts, wire and funds transfers, stop payments, overdraft resolution, address changes, fraud issues, and debit card and online banking questions.
Respond promptly and professionally to customer inquiries by telephone, email, in person, or other approved channels.
Explain administrative requirements, requested documentation, deposit account-processing steps, and timelines within the position’s authority.
Help customers complete and submit required documentation and understand what is needed to advance a deposit account process or resolve a matter.
Provide status updates and communicate outstanding requirements, next steps, and applicable deadlines to customers.
Follow up professionally with customers about missing or incomplete documentation.
Coordinate customer requests with retail, deposit account services, debit card, treasury management, fraud, credit card, investment services, wealth management and trust, and other departments.
Research and resolve routine customer issues within established procedures; promptly escalate complex, sensitive, or non-routine matters.
Maintain ownership of customer requests until addressed or appropriately transferred.
Communicate about past-due or outstanding requirements respectfully and in accordance with Bank policies and procedures.
Protect customer information and follow Bank security and privacy requirements.
Document customer communications, requests, and updates accurately in appropriate Bank systems.
Share recurring customer concerns, process issues, and documentation challenges with management.
Return calls and messages within established service standards and keep customers informed when additional time is required.
Build positive customer relationships through accurate, respectful, responsive, and solution-oriented service while following required procedures, documentation, approvals, and regulations.
Comply with safety policies and procedures, report unsafe activities to a supervisor and/or Human Resources, and perform additional duties as assigned or directed.