Loan Documentation & Operations Specialist I/II/III/IV
About The Position
Under the direction of a Manager or Supervisor, the Loan Documentation & Operations Specialist reviews loan requests for completeness and accuracy, ensures compliance with product and Bank of Hawaii standards, updates and corrects application information, prepares loan documents, books and disburses loans and lines, and performs posting, booking, quality-control, and SOX reviews. The position also supports indirect loan and lease contract processing, documentation, and customer correspondence. The role reviews direct and indirect loan and lease requests, prepares and quality-checks documents for signing, audits executed documents, checks regulatory compliance, prepares imaging requests, and books accounts to the Bank’s core loan system. It may provide lease-servicing support to customers and handles related payment, payoff, termination, buyout, and auction documentation. The position also processes loan and lease disbursements, performs post-booking maintenance and SOX quality-control reviews, and reconciles requests involving mortgage recordings and final reports to title companies and the Bureau of Conveyances. The Specialist supports departmental goals while helping mitigate risk, and performs other assigned duties. The posting describes four levels, with qualifications varying by level. Employees must support compliance with applicable laws, regulations, and Bank policies, including Fair Banking, Anti-Money Laundering, Bank Secrecy Act, and USA PATRIOT Act requirements.
Requirements
- High school diploma or GED and 0 to 2 years of college, or equivalent work experience.
- Level I: Minimum 1 to 2 years in the banking industry, preferably in positions providing general loan or lease knowledge, or equivalent work experience.
- Level II: Minimum 1 year of loan documentation experience, or 3 to 4 years in banking with at least 2 years of regular exposure to general consumer and business loans, or equivalent work experience.
- Level III: Minimum 5 to 7 years of loan documentation or banking industry experience in positions providing general consumer and business loan knowledge, or equivalent work experience.
- Level IV: Bachelor’s degree from an accredited institution or equivalent work experience, and a minimum of 7 years of documentation experience in consumer, leasing, commercial, real estate, government-participated, and other complex loans.
- Demonstrated proficiency with personal computers in a networked environment and Microsoft applications, including Outlook, Word, Excel, PowerPoint, and SharePoint, or similar software.
- Knowledge of or ability to use Bank software and systems, including IBS Insight, MeridianLink Consumer, TruStage Compliance Solutions, LaserPro, and DocuSign.
- Good verbal and written communication and interpersonal skills.
- Ability to communicate with team members and respond clearly to supervisors and managers; read, understand, and follow detailed instructions.
- Analytical, detail-oriented, self-starting, and quick-learning approach; good math skills and ability to adapt to changing technology.
- Ability to handle large volumes of work efficiently and accurately in a fast-paced environment and adapt to changing deadlines, priorities, and procedures.
- Ability to work flexible hours, including holidays, weekends, and evenings, as needed or assigned.
- Ability to lift, push, or carry up to 35 pounds with assistance.
- Ensure or assist with compliance with applicable laws, regulations, regulatory requirements, and Bank policies and procedures, including Fair Banking, Anti-Money Laundering, Bank Secrecy Act, and USA PATRIOT Act requirements.
Nice To Haves
- Post-high-school education.
- Level II: Consumer, leasing, and real estate loan documentation experience.
Responsibilities
- Review direct and indirect loan and lease requests for completeness and accuracy and ensure compliance with product, Bank, and regulatory standards.
- Prepare and perform quality-control reviews of loan and lease documents for signing, including notes or agreements, security agreements, collateral agreements, and amendments.
- Maintain and enhance relationships with assigned dealer clients.
- Audit executed documents and verify that required documents are correct, complete, and compliant with requirements such as Regulation Z, CIP, CDD, and CRA.
- Prepare imaging requests and book accounts to the Bank’s core loan system.
- Assist customers with lease servicing questions and provide welcome letters and payment coupons.
- Maintain documentation for lease payments, payoffs, terminations, buyouts, and auctions.
- Disburse loan and lease requests, ensuring funds are transferred or checks prepared accurately and posted to the correct account.
- Enter post-booking special instructions into the system before assigning files for post-booking maintenance and SOX quality-control reviews.
- Consolidate, review, and reconcile information requests from branches and departments, including mortgage recordings and final reports to title companies and the Bureau of Conveyances.
- Review recorded documents and title policies and work with title companies to resolve issues that could affect the Bank’s collateral before imaging final documents.
- Perform posting, booking maintenance, and SOX quality-control reviews by comparing signed documents and application information with the loan or lease recorded in the Bank’s core system.
- Support departmental goals and objectives while mitigating risk.
- Perform other assigned responsibilities and duties.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
