Loan Document Preparation Specialist

The Loan Document Preparation Specialist is responsible for supporting lending staff by preparing, reviewing, and quality-checking loan documentation for consumer and commercial loan transactions, including new loans, renewals, modifications, extensions, and loan servicing activities. This role coordinates the preparation and delivery of loan documentation, assists with closing requirements, and provides guidance to lenders and lending staff regarding loan documentation requirements and procedures.

Statement of Expectations

Prism Bank expects all employees to comply with the responsibilities of their assigned positions to the highest degree of performance. Expectations include but are not limited to:

• Adhere to the bank’s policies and support management decisions and goals in a positive, professional manner.
• Represent Prism Bank with a high level of integrity and professionalism.
• Maintain knowledge and understanding of banking rules, regulations, laws, and all internal policies and procedures.
• Demonstrate a willingness to adapt to changing business needs and deadlines.
• Maintain a high level of rapport with other departments of the Bank and all co-workers.
• Possess a work ethic that includes neatness and punctuality.
• Exhibit a professional, business-like appearance and demeanor.
• Answer all voicemails and emails within 24 hours of receipt.
• Confer with management concerning questions, procedures, necessary information, form completion, and problem resolutions.
• Complete and attend all required training.
• Maintain satisfactory attendance.
• Maintain confidentiality of sensitive information.
• Follow policies, systems, and controls to ensure compliance with regulations, laws, guidance, and internal policies.

Essential Functions

• Prepare, review, and quality-check loan documentation for new loans, renewals, extensions, and modifications for consumer and commercial lending.
• Prepare loan documents in accordance with approved loan terms, Bank policies and procedures, and applicable federal and state regulations.
• Ensure applicable consumer loan documentation meets TRID requirements and other applicable regulatory requirements and deadlines.
• Coordinate with lenders, loan assistants, title companies, and third-party vendors to obtain required information and documentation and confirm accurate closing figures.
• Review title commitments, construction binders, flood determinations, insurance documentation, and other supporting loan documentation for completeness and accuracy.
• Prepare and process collateral and lien documentation, including Deeds of Trust, Mortgages, UCC filings, Notices of Lien, and other applicable documents.
• Create and customize loan documents for consumer and commercial transactions using LaserPro (Finastra).
• Review requests for customized or tailored documentation language and ensure documents accurately reflect approved loan terms and Bank requirements.
• Coordinate the remote printing and delivery of loan documentation to the designated closing location, as applicable.
• Communicate with lenders and lending staff regarding documentation requirements and assist with resolving documentation-related questions and issues.
• Identify and communicate missing, incomplete, or inconsistent information needed to complete loan documentation.
• Maintain accurate loan information and documentation records within applicable loan platform, document management, and HMDA reporting systems.
• Maintain working knowledge of applicable loan documentation requirements, Bank policies, procedures, and regulatory requirements.

Performance Objectives & Goals

Prism has created the following performance objectives & goals for this position. The Prism Loan Documentation Specialist will be provided with continuing feedback throughout the year, with a conclusion to be addressed at the annual review.

• Timely and accurate preparation and delivery of loan documentation, including 100% compliance with applicable regulatory disclosure and timing requirements.
• Accuracy and proficiency in quality control of prepared loan documents.
• Timely identification and resolution of documentation deficiencies and exceptions.
• Consistent compliance with applicable lending regulations and Bank policies and procedures.
• The quality of working relationships with lenders, lending staff, and other Bank employees.

Additional Responsibilities

• Perform other duties as required by management.
• Assist other administrative staff as needed.

Physical Activities Required to Perform Essential Functions

This is sedentary work that requires the following physical activities:

• Sitting or standing for long periods, walking, finger dexterity, feeling, repetitive motions, talking, hearing, and visual acuity.
• Occasional lifting (up to ten pounds of computer equipment).
• May be required occasionally to stoop or kneel.

Accommodation may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation.

Working Conditions

• Work is performed in environmentally controlled and partially environmentally controlled rooms.
• Work may be performed in a very noisy room.
• May be exposed to heat and dust.

Accommodation may be made for some of these working conditions for otherwise qualified individuals who require and request such accommodation.

Knowledge, Skills, and Abilities

• Exceptional verbal and written communication skills with the ability to adapt style for diverse audiences and situations.
• Strong interpersonal skills; effective collaborator across all organizational levels.
• Detail-oriented problem solver with excellent organizational and time management abilities to manage multiple priorities and meet deadlines.
• Proficient in Microsoft Office applications, including Word and Excel, with the ability to perform accurate mathematical calculations and 10-key data entry.
• Reliable and dependable with consistent attendance, flexibility, and professionalism in stakeholder relationships.
• Sound judgment aligned with organizational policies, banking regulations, accounting, and bookkeeping principles.
• Committed to delivering outstanding customer service and ongoing professional development.

Education and Experience

• Minimum three years of loan documentation preparation experience required.
• Experience with consumer and/or commercial loan documentation preferred.
• LaserPro (Finastra) experience required.
• Experience with loan platform software such as CSI, nCino, or similar systems preferred.

Reporting

This position reports to the Loan Operations Manager.

Supervisory Responsibility

This role has no supervisory responsibility.

Work Environment

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Position Type and Expected Hours of Work

This is a Full-Time position with typical working hours of Monday through Friday, 8:00 a.m. to 5:00 p.m. Hours and work shifts may change in accordance with business needs.

Reasonable Accommodation Statement

To perform this job successfully, an individual must be able to perform each essential duty listed below satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

AAP/EEO Statement

Prism Bank is an Equal Employment Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other characteristics protected by law.