Administrative Assistant, Retail Lending

F&M Bank; Archbold (OH); On-site; USD 34,000 - 48,000; Full time

Job summary

F&M Bank in Ohio is seeking an Administrative and Loan Support professional for the Retail Lending Department. You will assist Senior Retail Lending Manager and Home Loan Originators by handling scheduling, document preparation, and loan file coordination, ensuring timely turn-times and accurate data entry.

The role emphasizes customer service, attention to detail, and compliance with bank policies. You will manage inquiries, prepare reports, and support training sessions while maintaining a

Qualifications

• High school diploma or GED plus 2–4 years related experience or training.
• Strong customer service and administrative skills are required.
• Ability to manage schedules, document preparation, and data entry with accuracy.

Responsibilities

• Assist Home Loan Originators by collecting, scanning and sorting initial disclosures and documentation.
• Assist with pulling credit, running AUS, and submitting files.
• Complete Home Loan checklists and ATR/QM worksheets.
• Monitor loan pipeline and communicate updates to all parties.
• Prepare reports for the Senior Retail Lending Manager.
• Assist in maintaining and updating lending data in the computer system.

Skills

Customer service

Administrative support

Scheduling

Communication

Education

High school diploma or GED

Tools

BNControl

Monday.com

AUS

Job description

Description

POSITION SUMMARY:

Serve as administrative and loan support for the Retail Lending Department. Perform various duties to assist Senior Retail Lending Manager. Represent F&M Bank in a positive professional manner by keeping all members of the retail lending transaction informed and taking the extra initiative to meet the clients’ needs.

OBJECTIVES OF THIS ROL E:

• Utilize sales training skills to provide outstanding customer service.
• Provide administrative and/or support to Senior Retail Lending Manager and Home Loan Originators. Administrative duties to include scheduling appointments for HLO’s, take meeting minutes as requested, inter-office mail distribution, managing non-postal deliveries, receiving, and distributing faxes as needed, supply ordering, coordinating F&M vehicle sign-out, maintaining a clean area including daily vacuuming shared with the Administrative Assistant, Consumer Lending, and rear entry area security.
• Ensure assigned Home Loan Process Matrix dates for turn-time are met for all loan files and assist Home Loan Originators in meeting their dates.
• Provide administrative assistance to the consumer lending officers, including updating lending data in the computer system and assembling of documentation for consumer loans.

RESPONSIBILITIES:

• Assist Home Loan Originators by collecting, scanning and sorting of initial home loan disclosures and required documentation during the home loan process.
• Assist Home Loan Originators with pulling credit, running AUS, and submitting files.
• Complete Home Loan checklists and ATR/QM worksheets.
• Assist Home loan Originators with monitoring and managing loan pipeline. Communicate updates/status of loan via phone or email to all necessary parties including HLO, Borrower, Realtors, Title Company, etc.
• Respond to inquiries from management and co-workers within a reasonable time period.
• Monitor and update Secondary Market and Portfolio Home Loan rates and pull T-Bill weekly.
• Quote Home Loan and Consumer Loan payoffs.
• Monitor and assign home loan applications submitted through F&M website.
• Generate Adverse Action Notice for denied home loans and monitor denials with counteroffers.
• Prepare reports as requested by Senior Retail Lending Manager in a timely manner.
• Oversee that maturing loans are being followed up on timely by pulling reports in BNControl and sending out e-mail notifications to the assigned Loan Officer, Senior Retail Lending Manager, and Asset Recovery.
• Assist Senior Retail Lending Manager with preparing material and documentation for retail lending events and training sessions.
• Assist Consumer Lenders with processes, procedures, products. Become the go-to when help is needed
• Assist Senior Retail Lending Manager in completing request for loan policy, updates to procedures for Home Loan Lenders and Consumer Lenders, and updates to Consumer Loan Guide
• Assist in providing monthly Consumer Loan Connection calls to the consumer lenders by creating content, procedures and presentations and save the calls to the appropriate locations
• Take minutes from CLOC/HLOC/work sessions and input tasks into Monday.com that derive from these meetings
• Assist Retail Training with Consumer Lending training and handle follow up testing for retained knowledge
• Perform variety of clerical duties requiring knowledge of department procedures.
• Answer phones, forward to specific individuals and take messages, if necessary.
• Comply with the bank’s policies and procedures.
• Comply and satisfactorily pass tests for bank policy and regulations that apply to position.

Requirements

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED) and two to four years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedures. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentages.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

ADDITIONAL REQUIREMENTS:

CERTIFICATES, LICENSES, REGISTRATIONS

• Notary Public Commission
• Valid driver’s license
• Federal NMLS

COMPLIANCE:

• As generally applicable to F&M Bank and commensurate with these job functions, this job role includes accountabilities for following Bank policies and related procedures, as well as regulatory requirements involving federal and state laws, regulations, and related guidance.
• Compliance with Bank Secrecy Act (BSA), including accurate completion of Currency Transaction Reports (CTR) when applicable, Anti-Money Laundering Act (AML), Office of Foreign Asset Control (OFAC) and the USA PATRIOT Act. Adhere to Customer Identification, Customer Due Diligence and reporting of suspicious activities to the BSA Department.