Loan Administration Specialist

Millennium Bank; Des Plaines (IL); On-site; USD 52,000 - 67,000; Full time

Job summary

The Millennium Bank is seeking a Loan Administration Specialist in Des Plaines, IL to support the commercial lending process from origination through booking. You will organize loan documentation, collateral records, and third-party reports to keep loan files accurate and complete.

Reporting to lending leadership, you will coordinate documentation requirements, conduct due diligence reviews, and assist with loan processing, closing, and boarding while maintaining regulatory compliance and

Qualifications

• High school diploma or equivalent required.
• Associate's or Bachelor's degree in Business, Finance, Accounting, Banking, or related field preferred.
• Equivalent combination of education and banking experience may be considered.

Responsibilities

• Review corporate documentation to verify borrower information and ensure required entity documents have been received and maintained.
• Verify EIN documentation and supporting borrower records.
• Order and review OFAC searches for business entities.
• Perform UCC searches and provide results to appropriate lending and documentation personnel.
• Review flood determinations to verify collateral information is accurate and complete.
• Assist with collecting and organizing documentation required for loan processing and closing.
• Communicate with Loan Officers and Portfolio Managers regarding outstanding documentation requirements.
• Assist with preparing complete loan files for documentation, closing, and booking.

Skills

Attention to detail

Communication skills

Organizational skills

Customer service

Teamwork

Education

High school diploma or equivalent

Associate's or Bachelor's degree preferred

Tools

FISERV banking systems

Document imaging systems

Microsoft Office

Job description

Description

Position Summary

The Loan Administration Specialist is responsible for performing routine loan administration activities that support the commercial lending process from loan origination through loan booking. This position supports the collection, review, maintenance, and organization of loan documentation, collateral records, and third-party reports while ensuring loan files remain accurate, complete, and properly maintained.

The Loan Administration Specialist serves as a resource to Loan Officers, Portfolio Managers, Loan Documentation Specialists, Loan Servicing Specialists, and other internal departments by coordinating documentation requirements, performing due diligence reviews, maintaining loan and collateral files, ordering and reviewing third-party reports, and scanning and uploading loan documentation into the Bank's document imaging system. This role helps ensure operational efficiency, accurate recordkeeping, regulatory compliance, and quality support throughout the loan documentation, closing, and boarding process.

Essential Duties and Responsibilities

Loan Documentation and Due Diligence Support

• Review corporate documentation to verify borrower information and ensure required entity documents have been received and maintained.
• Verify EIN documentation and supporting borrower records.
• Order and review OFAC searches for business entities.
• Perform UCC searches and provide results to appropriate lending and documentation personnel.
• Review flood determinations to verify collateral information is accurate and complete.
• Assist with collecting and organizing documentation required for loan processing and closing.
• Communicate with Loan Officers and Portfolio Managers regarding outstanding documentation requirements.
• Assist with preparing complete loan files for documentation, closing, and booking.

Collateral and Third-Party Vendor Coordination

• Order appraisals and coordinate with appraisal vendors.
• Order title commitments and obtain final title policies.
• Create collateral folders for vault retention and recordkeeping.
• Retrieve loan files and documentation as requested by internal departments, auditors, and management.
• Archive loan files and documentation in accordance with retention requirements and Bank procedures.
• Monitor document imaging queues and ensure timely processing of loan documentation.

Document Imaging and File Maintenance

• Reserve loan numbers within Bank systems.
• Scan, upload, index, and organize loan documentation in Sageworks and other imaging systems.
• Review executed loan documentation to ensure all required signatures, dates, and supporting documents have been received and are complete prior to loan boarding.
• Maintain electronic and physical loan files.
• Retrieve loan documentation and provide file support to internal departments.

Administrative and Customer Support

• Process returned mail and contact customers to obtain updated address information.
• Serve as a support resource for Loan Officers, Portfolio Managers, Loan Documentation Specialists, and Loan Servicing Specialists.
• Assist Loan Servicing by assembling documentation required for boarding and booking loans.
• Maintain effective working relationships with borrowers, vendors, and internal departments.
• Perform other duties and special projects as assigned.

Requirements

Qualifications

Education

• High school diploma or equivalent required.
• Associate's degree or Bachelor's degree in Business, Finance, Accounting, Banking, or a related field preferred.
• Equivalent combination of education and banking experience may be considered.

Experience

• Minimum of one (1) to two (2) years of banking, loan operations, document imaging, administrative support, or financial services experience preferred.
• Experience maintaining electronic records and document management systems preferred.
• Experience with loan documentation, loan servicing, or loan operations preferred.
• Experience with Fiserv banking systems preferred.
• Experience using imaging, scanning, or document management technology preferred.

Knowledge, Skills, and Abilities

Technical and Regulatory Knowledge

• Working knowledge of commercial, consumer, real estate, and SBA lending practices.
• Knowledge of business entity documentation, OFAC searches, UCC searches, title commitments, title policies, flood determinations, and loan documentation requirements.
• Familiarity with commercial loan processing, collateral documentation, and loan boarding procedures.
• Working knowledge of banking regulations and compliance requirements affecting loan documentation and record retention.
• Proficiency with banking software, document imaging systems, Microsoft Office applications, and reporting tools.

Analytical and Problem-Solving Skills

• Strong attention to detail and commitment to accuracy.
• Ability to identify missing, incomplete, or inaccurate loan documentation and coordinate resolution with appropriate parties.
• Strong analytical, organizational, and critical-thinking abilities.
• Ability to prioritize workloads and effectively manage multiple deadlines.

Communication and Interpersonal Skills

• Excellent written and verbal communication skills.
• Ability to interact effectively with borrowers, attorneys, title companies, insurance providers, and internal stakeholders.
• Strong customer service and relationship management skills.
• Ability to professionally communicate documentation deficiencies and exception requirements.

Organizational Skills

• Strong organizational and follow-through skills.
• Ability to manage multiple priorities in a fast-paced banking environment.
• Ability to work independently while maintaining accountability and accuracy.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Core Competencies

• Commercial Lending Support
• Loan Documentation Review
• Due Diligence Coordination
• Collateral Documentation Management
• UCC & OFAC Processing
• Third-Party Vendor Coordination
• Loan File Maintenance
• Document Imaging & Records Management
• Loan Boarding Support
• Attention to Detail
• Communication Skills
• Organization & Prioritization
• Customer Service Excellence
• Relationship Management
• Time Management
• Teamwork & Collaboration
• Accountability & Integrity
• Continuous Improvement
• Technical Proficiency

Physical Requirements & Working Conditions

• Professional office environment.
• Ability to sit for extended periods and use a computer workstation regularly.
• The ability to see clearly at 20 inches or less, with or without corrective lenses, to read documents and/or view computer screens.
• The ability to hear, with or without hearing assistance, and communicate effectively in person and by phone.
• The ability to use hands/fingers to enter, retrieve, and manipulate data using a keyboard and computer on a daily basis.
• Frequent use of telephone, email, and other digital communication tools.
• Ability to manage multiple tasks and deadlines in a fast-paced banking environment.

Additional Expectations

• Support and promote the Bank's vision, mission, core values, organizational structure, policies, and procedures.
• Demonstrate professionalism, integrity, and a commitment to regulatory compliance and ethical business practices.
• Maintain strict confidentiality of customer and Bank information.
• Adhere to all Bank policies, procedures, and regulatory requirements.
• Foster a culture of collaboration, accountability, operational excellence, and exceptional customer service.
• Participate in continuing education and professional development activities to maintain current industry knowledge and enhance job performance.