Documentation Specialist

The Documentation Specialist is responsible for supporting the Bank’s risk mitigation efforts by ensuring properly executed original loan documentation is received, reviewed, tracked, and maintained in accordance with applicable bank policies, regulatory requirements, and legal documentation standards. This position is responsible for confirming that the loan system accurately reflects pledgeability to bank regulatory authorities and that affirmative covenant exceptions are established in accordance with legal loan documentation, credit memoranda, and credit policy. The role also supports ongoing borrower monitoring by reviewing covenant documentation submitted by lending personnel, clearing exceptions when appropriate and communicating documentation issues that require correction.

Essential Duties and Responsibilities

• Review loan documentation to confirm receipt of required original documents and accurately enter follow-up items and exceptions into the tracking system with appropriate tickler dates.
• Evaluate insurance policies to determine whether coverage meets or exceeds bank policy requirements and applicable federal regulations.
• Analyze loan documentation to identify, validate, and certify compliance with bank policies, credit requirements, and regulatory standards.
• Receive and review UCC lien searches to validate MidFirst Bank’s lien position.
• Ensure deposit account holds are properly placed and possessory collateral is appropriately safeguarded.
• Review incoming documentation to determine whether exceptions may be cleared and update the tracking system accordingly.
• Maintain collateral records on the host system to ensure collateral information is accurate, complete, and appropriately monitored.
• Interpret loan documentation, credit policy, and the Commercial Lender’s Handbook to support accurate documentation review and exception management.
• Communicate documentation deficiencies to lending personnel and provide guidance regarding required corrective action.
• Perform administrative duties, special projects, and other related responsibilities as assigned.

Minimum Qualifications

• One to two years of loan auditing, loan processing, or related banking experience preferred.
• Excellent interpersonal, written, and verbal communication skills required.
• Demonstrated ability to make sound decisions and produce accurate, high-quality work under general or limited supervision.
• Working knowledge of complex commercial transactions.
• Working knowledge of credit agreement covenants, loan documentation requirements across multiple states, Article 9, UCC requirements, and other applicable federal and state regulations.
• Working knowledge of commercial and consumer lending policies.
• Strong analytical, critical thinking, and problem-solving skills.
• Strong teamwork, collaboration, and internal customer service skills.
• Proficiency with Microsoft Word, Microsoft Excel, and systems used to generate or manage loan documentation.
• Ability to adjust priorities in response to changing business needs while maintaining accuracy and quality in a fast-paced environment.
• Strong organizational skills and exceptional attention to detail.

Disclaimer Statement

The statements contained in this job description are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to assign or reassign, within reasonable limits and the scope of the position, duties and responsibilities at any time in order to meet operational and business needs.

Qualifications Skills Required Microsoft Excel Intermediate Lending Intermediate Decision Making Some Knowledge Banking Intermediate Behaviors Required Thought Provoking: Capable of making others think deeply on a subject Team Player: Works well as a member of a group Loyal: Shows firm and constant support to a cause Enthusiastic: Shows intense and eager enjoyment and interest Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well Dedicated: Devoted to a task or purpose with loyalty or integrity Education Required Some college or better. Experience Required 1-2 years of loan document prep and auditing experience. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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