This is for an experienced lending, title, escrow, banking, mortgage-processing, or real estate operations professionalnot an entry-level administrative assistant.
Primary responsibilities
Pipeline and closing support
- Maintain the master pipeline and condition checklist.
- Track borrower, entity, title, insurance, appraisal, and closing requirements.
- Follow up on open conditions.
- Coordinate closing dates, document delivery, funding readiness, and post-closing items.
- Track final title policies, recorded mortgages, assignments, and other collateral documents.
- Escalate missing or inconsistent documentation.
Portfolio administration
- Board closed loans into the servicing and accounting systems.
- Monitor payment status, maturities, insurance expirations, property taxes, and extension deadlines.
- Prepare maturity and extension files for review.
- Coordinate payoff requests, lien releases, and loan-file completion.
- Maintain current borrower contact and ACH information.
Construction and draw coordination
- Track draw requests, inspection status, budgets, remaining funds, and project progress.
- Maintain updated project photos and completion estimates.
- Flag budget overruns, stalled projects, late draws, liens, and material scope changes.
- Coordinate documentation without independently approving draws.
Default, workout, and REO administration
- Maintain default timelines and action lists.
- Track attorney, borrower, broker, insurance, utility, preservation, and foreclosure activity.
- Organize workout and REO documentation.
- Escalate missed commitments and legal deadlines.
Controls and reporting
- Audit files against SIL checklists.
- Maintain exception documentation.
- Produce weekly pipeline, maturity, delinquency, draw, and missing-document reports.
- Track vendor turnaround times.
- Maintain written procedures and backup coverage.
