Loan Administration Manager

Job Overview

The Loan Administration Manager is responsible for overseeing all collateral administration and documentation functions within the loan servicing department. This individual ensures the proper perfection, maintenance, tracking, and release of collateral securing the institution’s loan portfolio. The Loan Administration Manager plays a critical role in protecting the organization’s secured lending position by ensuring that liens are properly perfected, collateral documentation is maintained, and releases are processed accurately and timely upon loan payoff. The role also oversees loan participation servicing and investor reporting requirements while maintaining strong coordination with title companies, vendors, and internal departments.

Responsibilities

Collateral Documentation and Lien Management

• Oversee the preparation, recording, and maintenance of collateral documentation across all loan types.
• Ensure proper lien perfection for secured loans including real estate, vehicles, equipment, and business assets.
• Manage processes related to:
  • Mortgage deeds and real estate collateral
  • Vehicle titles and title processing
  • UCC filings and continuations
  • Other collateral security instruments
• Ensure collateral records are properly tracked within the loan servicing system and supporting documentation is maintained.
• Monitor filing deadlines and ensure timely completion of lien recordings and renewals.

Loan Payoffs and Collateral Release Processing

• Oversee loan payoff calculations and ensure accurate payoff statements are issued.
• Ensure timely processing of lien satisfactions and collateral releases upon loan payoff.
• Manage the preparation and recording of satisfaction documents including mortgage releases and UCC terminations.
• Coordinate with external parties such as title companies and borrowers to facilitate lien release processes.
• Ensure proper documentation and record retention for all payoff and release transactions.

Loan Participation Servicing and Investor Reporting

• Oversee servicing responsibilities related to loan participations with external investors or partner institutions.
• Ensure accurate reporting to participating institutions regarding loan balances, payments, and performance.
• Coordinate funding distributions and remittances in accordance with participation agreements.
• Maintain documentation and reporting records required under participation agreements.
• Serve as a point of contact for investors regarding collateral documentation and servicing matters.

Vendor and Third-Party Coordination

• Maintain relationships with external vendors including title companies, recording offices, filing agents, and collateral service providers.
• Ensure vendors meet service-level expectations for accuracy, timeliness, and compliance.
• Coordinate document recording, title processing, and UCC filing activities through approved vendors.
• Monitor vendor performance and escalate issues when necessary.

Operational Oversight and Process Improvement

• Monitor operational performance including turnaround times, accuracy rates, and service quality.
• Develop and maintain standardized procedures for collateral management processes.
• Identify opportunities to streamline workflows and improve operational efficiency.
• Assist with system enhancements or implementation related to collateral tracking and loan administration.
• Ensure proper documentation retention and records management practices.

Qualifications and Education Requirements

• Bachelor’s degree in Business Administration or related field preferred.
• Minimum of 5 years of experience in loan administration, collateral services, or loan operations.
• Experience with secured lending documentation including real estate, vehicle titles, and UCC filings.
• Prior supervisory or team leadership experience preferred.
• Experience working with loan servicing systems and collateral tracking platforms preferred.

Additional Skills/Notes

• Strong knowledge of collateral documentation, lien perfection, and secured lending practices.
• Understanding of mortgage recording, vehicle title processing, and UCC filing requirements.
• Knowledge of loan payoff calculations and lien release procedures.
• Strong attention to detail and ability to manage documentation accuracy.
• Strong analytical and risk management skills.
• Excellent organizational and time management abilities.
• Strong communication and relationship management skills.
• Ability to manage multiple priorities while maintaining a high level of accuracy and compliance.

Performance Measurements

• Performance is based on the Citadel corporate scorecard as well as departmental and individual goals.

Work Environment

• This position will be in an office environment with most work done on a computer.  Any necessary accommodations will be provided.

Physical Demands

• The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The employee will regularly lift and/or move up to ten pounds.  The employee will regularly sit; talk; hear; use hands to finger, handle, or feel; and reach with hands and arms.  The employee will occasionally stand.  Special vision requirements include close vision and the ability to adjust focus.  The noise level in the work environment is usually moderate. The incumbent will need to regularly travel to local Citadel offices for meetings and to sales, training, community, and professional events that are offsite and/or outdoors.

EEO Statement

• Citadel is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, other protected status, such as race, religion, color, national origin, sex, age. We maintain a drug-free workplace and may perform pre-employment substance abuse testing.