Loan Operations Administrator

Company Overview:

Hillwood Investment Properties is a leader in acquiring and developing high-quality industrial properties with 290.0M SF across the U.S., Canada, the United Kingdom, and Europe. Hillwood pursues well-located, functional land in the path of progress and has one of the largest land banks with a capacity of over 143.5M SF for future development.

Hillwood collaboratively builds successful partnerships with public and private landowners, as well as other developers, to execute and invest in a broad spectrum of industrial projects. As a privately held company, Hillwood possesses the depth of capital, market expertise, industry relationships, and a forward-thinking vision to buy and build industrial properties that meet evolving markets' logistics, distribution, and manufacturing demands.

For more information on Hillwood's latest industrial availabilities across the U.S., U.K., and E.U., visit Hillwood.com.

Position Summary:

Hillwood Investment Properties (HIP) is seeking a detail-oriented Loan Operations Administrator to support the Debt Capital Markets team in Dallas, Texas. Reporting to the Senior Vice President (SVP), this role is responsible for maintaining accurate loan records, managing documents (and the execution thereof), and facilitating communication with lenders. The Loan Operations Administrator ensures that internal systems and processes remain accurate, up-to-date, and compliant with loan agreements. The ideal candidate will have a strong understanding of real estate finance, proactive problem-solving skills, and the ability to communicate effectively with internal teams and external partners.

Responsibilities:

• Review and interpret loan documents to effectively liaise between lenders and the wider team on a variety of loan transaction situations to include interest rate caps, loan modification/renewals, and general project finance maintenance.
• Coordinate with development, accounting, and legal teams to manage lender communications and address post-closing matters, including project milestones, building completions, interest reserve balances, draw funding, and financial reporting obligations.
• Conduct quarterly debt schedule reviews with Corporate Services, ensuring updates for new loans, renewals, and modifications are accurate and timely.
• Support loan closings by coordinating deal point outline approvals (DPOs) and other internal approvals with legal teams and maintaining approval records.
• Procure payoff letters and manage cap terminations for asset dispositions.
• Assist with new interest rate derivatives products, including managing invoice reconciliation and coordinating wiring instructions.
• Track and maintain internal reports for hedge portfolio, including key dates, terms, and expirations.
• Coordinate with legal to complete onboarding checklists for new interest rate derivatives.
• Maintain the debt management database system (e.g., Quickbase), ensuring the accuracy of lender terms, hedge maturity dates, and loan status.
• Enter and track new loans, derivative purchases, and term modifications as documents are finalized.
• Lead CRM enhancements for lender relationship management to improve data accuracy and communication.
• Monitor and update the Quickbase debt pipeline by engaging with the debt team to reflect current and anticipated financing needs.
• Update Quickbase regularly based on weekly internal meetings and regional market feedback.

Required Skills and Abilities:

• Strong understanding of real estate finance, debt structures, and interest rate derivatives (preferred).
• Ability to read, interpret, and summarize complex loan and legal documents.
• Strong problem-solving and critical thinking skills to proactively address lender or loan-related issues.
• Demonstrated ability to manage databases and maintain accurate financial records.
• Competency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Exceptional organizational skills, ensuring accurate and timely delivery of materials to team members.
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.
• Strong work ethic, resourcefulness, and the ability to manage multiple tasks simultaneously.
• Comfortable managing confidential financial data with discretion and professionalism.
• Takes ownership of assigned tasks from inception to completion, ensuring timely and quality deliverables.
• Excellent verbal and written communication skills, including the ability to articulate ideas and information clearly through documentation, emails, reports, and presentations.
• Active listener with strong interpersonal skills, able to interact effectively with internal and external executive-level leaders.
• Professional demeanor, integrity, and leadership.

Education and Experience:

• Bachelor’s degree in Finance, Accounting, Real Estate, Business Administration, or a related field preferred.
• A minimum of 3 years of relevant experience in real estate finance, loan operations, loan servicing or debt capital markets.
• Experience managing or supporting commercial real estate loan transactions, including closings, extensions, and refinancing.
• Experience with CRM systems and/or debt management platforms such as Quickbase is preferred.
• Prior experience in a cross-functional role coordinating with legal, accounting, and development teams is a strong plus.

Equal Employment Opportunity Statement (EEO):

Hillwood is committed to providing Equal Opportunity in Employment, to all applicants and employees regardless of, race, color, religion, gender, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic protected by law.

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