Mortgage Operations Specialist

Position Summary: This role serves as a central operational support function bridging loan officers, underwriting, compliance and closing to ensure timely, accurate, and compliant mortgage processing. 

Supervisory Authority: None

Working Relationships - Internal: Works closely with loan support staff and loan officers.  

Working Relationships - External: Serve as a primary contact with LO’s, customers and applicants through preferred means, as necessary.

Education/Experience: College degree or equivalent combination of education and 3 years of mortgage loan processing or mortgage operations experience strongly preferred.

ESSENTIAL FUNCTIONS:

1. Conduct initial review of mortgage loan applications and supporting documentation to ensure accuracy, completeness, and eligibility prior to underwriting.
2. Identify missing or deficient documentation and proactively coordinate with loan officers to resolve application gaps.
3. Perform end-to-end mortgage processing activities, including ordering credit reports, verifications of employment and deposits, appraisals, tax transcripts, and title services. 
4. Track and satisfy all pre-closing and underwriting conditions in a timely and accurate manner.
5. Prepare or assist with initial disclosures and closing documentation as assigned, in accordance with regulatory and internal requirements.
6. Maintain complete, accurate, and well-documented loan files in compliance with regulatory, audit, and internal policy requirements, including customer identification and verification standards.
7. Coordinate and maintain the approved appraiser list, including regular updates and validation of information.
8. Maintain working knowledge of residential mortgage lending programs, products, and guidelines to support accurate and compliant loan processing.
9. Ensure compliance with applicable federal, state, and mortgage regulations throughout the loan lifecycle.
10. Provide regular status updates to loan officers regarding outstanding requirements, file status, and anticipated timelines to support efficient loan closure.
11. Act as a liaison between loan officers, underwriters, closers, and third-party vendors to ensure a smooth and timely mortgage workflow.
12. Prepare and distribute approval, denial, and withdrawal notices in compliance with regulatory timelines and disclosure standards.
13. Have a working knowledge and understanding of underwriting guides and requirements.
14. Maintain tracking data for approved, denied, and withdrawn applications to support reporting, audit readiness, and pipeline management.
15. Assist with escrow account setup, analysis, and ongoing maintenance for property taxes and homeowners’ insurance.
16. Assist with imaging, indexing, and maintaining electronic loan files within the loan origination and document management systems to ensure data integrity and audit readiness.
17. Support the Mortgage/Consumer Lending Manager with monthly reporting, as needed.
18. Participate in the development and implementation of Team annual strategic plans, process improvements, and goal-setting activities aligned with organizational objectives. 
19. Every effort has been made to identify the essential functions of this position.  However, it in no way states or implies that these are the only duties you will be required to perform.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.

1. Communication: Effectively communicate information, requirements, and status updates in both written and verbal form to customers, loan officers, and internal teams. Actively listen, ask clarifying questions, and ensure mutual understanding to support timely and accurate loan processing.
2. Integrity and Confidentiality: Demonstrate the highest standards of honesty, professionalism, and ethical conduct. Safeguard confidential customer and company information and handle all sensitive data in accordance with regulatory requirements, internal policies, and privacy standards.
3. Adaptability: Work effectively in a fast-paced, team-oriented environment. Adapt to changing priorities, regulatory requirements, and workflow demands while maintaining accuracy, composure, and a positive attitude under pressure.
4. Technological Skills: Demonstrated proficiency in Microsoft Office (Excel, Word, Outlook) and the ability to learn and effectively use loan origination systems, document imaging platforms, and third-party mortgage service tools.

KNOWLEDGE, SKILLS & ABILITIES

Sensory/Communication Requirements: Ability to effectively receive, process, and convey information through verbal and written communication. Ability to perform primary job duties that involve extended use of a computer and electronic systems, with or without reasonable accommodation.

Skills: Strong interpersonal skills to effectively communicate policies, procedures, and objectives across the organization. Demonstrated analytical ability to review information, identify issues or discrepancies, and support sound operational and financial decision-making.

Confidentiality: Access to confidential organizational and customer records requires the consistent exercise of discretion, sound judgment, and integrity to protect the institution’s interests, regulatory standing, and competitive position.     

Sociological:  Ability to manage stress, prioritize work effectively, and respond proactively to changing demands. Demonstrated initiative in supporting organizational goals, service excellence, and a collaborative sales and service culture.