Portfolio Administration Manager

POTOMAC BANK•Charles Town, WV

2d•Onsite

About The Position

The Portfolio Administration Manager is responsible for supporting a portfolio of business by soliciting and servicing prospective and current clients to produce and grow a variety of commercial banking relationships. Key responsibilities include assisting loan officers with all aspects of loan origination, structure, and documentation of quality loans per bank policy as well as leadership of the Portfolio Administration Team.

Requirements

Four-year college degree preferably in business or finance; five or more years of experience in a bank or lending setting; or equivalent combination of education and experience.
Prior experience as a Portfolio Administrator is required.
Knowledge of portfolio administration practices, business operations, and risk management principles, including portfolio monitoring, reporting, governance, and operational controls.
Knowledge of regulatory requirements, internal policies, and industry best practices applicable to portfolio management and administrative functions.
Skill in analyzing data, identifying trends, and preparing reports and presentations to support management decision-making and portfolio performance monitoring.
Strong leadership and organizational skills with the ability to oversee multiple priorities, allocate resources, and ensure timely completion of departmental objectives.
Ability to develop, implement, and improve processes and procedures that enhance operational efficiency, accuracy, and service quality.
Ability to effectively lead, coach, and develop team members while fostering a collaborative and results-oriented work environment.
Ability to build and maintain productive relationships with internal and external stakeholders, communicate complex information clearly, and influence positive business outcomes.
Ability to exercise sound judgment, solve problems proactively, and make informed decisions in a fast-paced and evolving environment.
Demonstrates expertise in lending practices and loan products.
Ability to adhere to Potomac Bank’s Core Values: Integrity, Teamwork, Growth, Client Commitment, Community Focus.
Excellent communication skills.
Demonstrates financial analysis skills to identify quality credit and ability to attain aggressive sales/service goals.
Self Development: pursue additional education or training to remain current, improve knowledge, and diversify skills.
Customer confidentiality: never reveal or divulge customer information to anyone outside of the Bank.
Versatility: Ability to multi-task under pressure and fast paced environment.

Responsibilities

Assist loan officers with all aspects of loan origination, structure, and documentation of quality loans per bank policy.
Lead the Portfolio Administration Team.
Meet the public well and deal effectively with their questions or problems.
Know the Bank’s products and services thoroughly.
Look for opportunities to explain, promote, or sell products or services.
Continuously demonstrate a helpful, friendly attitude and commitment to providing excellent client service.
Serve as a model of excellent client service to other employees.
Identify and cross-sell retail products suitable to the client’s needs.
Handle client complaints or questions and determine the action to be taken to remedy the situation.
Support the growth and development of assigned commercial loan portfolio by effectively managing client portfolios to include the complete loan review/renewal process.
Effectively monitor portfolio for revenue opportunities and/or loan exposures.
Assist in the sales proposal process, including accompanying the lenders on customer and prospect calls and various other sales/customer-oriented projects.
Establish and maintain relationships with current and prospective clients; proactively identify and recommend opportunities to cross-sell additional loan and non-credit products to clients.
Monitor portfolio loan exposure including review of maturity reports, overdraft activity reports, past dues reports, etc.
Ensure adherence to credit policy, guidelines and regulatory requirements.
Work with clients to modify and/or restructure existing loans as needed.
Help resolve credit problems, delinquent payment issues, and other related affairs.
Prepare lending activity reports for management and loan committee as needed.
Obtain necessary information to process and complete loan files.
Draft commercial loan top sheets.
Prepare commitment letters, engage title company/attorney, manage the settlement of loans.
Prepare and quote payoffs.
Create and mail financial request letters; check in and save financials properly when received.
Act as a liaison between Commercial Loan officers and the Credit Department to expedite underwriting.
Assist Commercial Loan officers with applications, HMDA, Beneficial Ownership, and CIP forms.
Examine documents to ensure accuracy and compliance with existing guidelines, policies, and procedures.
Calculate loan payments.
Ensure electronic documents and credit files are complete, organized and work the doc file to clear exceptions.
Assist the Commercial Loan officers with examining loan escrow instructions, notes, preliminary title report, title policies, termite reports, deeds of trust, etc.
Properly prepare releases of escrow accounts.
Order flood certifications, credit reports, and UCC lien searches.
Gather all proper identification for borrower and set up CIF as required.
Review monthly CIP reports and make CIF corrections as required.
Adhere to supervisory responsibilities in accordance with Potomac Bank’s policies and applicable laws.
Responsibilities may include interviewing, hiring, training, performance appraisals, rewarding and disciplining employees, addressing/resolving employee relation matters.
Responsible for following/adhering to established New Hire Onboarding Program.
Maintain neat and orderly work area and ensure that all negotiables and confidential records are properly secured each day.
Understand role in case of disaster or robbery, whether victim or bystander, and know proper post-robbery procedures.
Maintain professional appearance that evokes the client’s trust.
Adhere to all bank policies and procedures and to internal controls and system access restrictions.