Portfolio Administrator

TITLE: PORTFOLIO ADMINISTRATOR  
STATUS: EXEMPT
REPORT TO: MANAGER – COMMERCIAL UNDERWRITING 
DEPARTMENT: BUSINESS SERVICES OPERATIONS
JOB CODE: 11985

PAY RANGE: $75,000 - $90,000

LOCATION: REMOTE IN CALIFORNIA

GENERAL DESCRIPTION:

The Portfolio Administrator is responsible for the administration and ongoing management of the Commercial loan review process, including documentation intake, member communication, file creation and maintenance, data input, and tracking. The Portfolio Administrator will independently manage financial document collection, insurance compliance, credit refreshes, property tax monitoring, and loan modification preparation. This role requires exceptional organizational ability, strong analytical skills, professional communication, and sound judgment

tASKS, DUTIES, FUNCTIONS:

1. Contact borrowers to obtain required documents for annual reviews, including financial statements, tax returns, rent rolls, and insurance documents.
2. Serve as the primary point of contact for borrower questions and information requests.
3. Review submitted borrower documents for accuracy, completeness, and additional needs.
4. Pull and review credit reports to support ongoing risk monitoring.
5. Track outstanding borrower requirements and follow up to ensure timely completion.
6. Monitor insurance coverage, review policies for compliance, and request missing endorsements.
7. Order and track site inspections; review results and escalate issues when needed.
8. Monitor property tax payments and identify delinquencies.
9. Maintain and update the tickler system for reporting requirements, expirations, and renewals.
10. Ensure all documentation is accurately indexed and maintained in audit‑ready files.
11. Document borrower communications and task updates thoroughly.
12. Prepare loan modification packages, extensions, and related documentation.
13. Coordinate with underwriting, credit administration, and legal on modification accuracy.
14. Order third‑party services and submit invoices for processing.
15. Prepare reports as needed for lending operations
16. Assist with audit and examination request submissions
17. Assist with special projects and portfolio‑related tasks as assigned.

PHYSICAL SKILLS, ABILITIES, AND EXERTION UTILIZED IN THE PERFORMANCE OF THESE TASKS:

1. Effective oral and written communication skills required to interact with staff, and members to perform constructive follow up on loan requests, inquiries, and concerns
2. Must possess sufficient manual dexterity to skillfully operate an on-line computer terminal and other standard office equipment, such as financial calculators, personal computer, facsimile machine and telephone. 

ORGANIZATIONAL CONTACTS & RELATIONSHIPS:

1. INTERNAL: All levels of Staff/Management/Members/Third Parties.

2. EXTERNAL: Members and their related agents such as their CPA or Broker. Industry peers and leaders, legal third-party vendors, community, regulators and trade organizations.

QUALIFICATIONS:

EDUCATION: Bachelor’s degree or equivalent experience.

EXPERIENCE:  A minimum of five years experience in commercial loan administration and commercial loan documentation

KNOWLEDGE/SKILLS:

1. Maintain knowledge of commercial lending requirements, all commercial loan products, commercial loan fulfillment, credit union policies and all applicable federal and state laws and regulations.
2. Current working knowledge of Commercial Real Estate and Commercial and Industrial lending. 
3. Exceptional member service and member relations skills.
4. Exceptional oral and written communication skills.
5. Ability to manage multiple tasks and demands, to work independently with minimal supervision, and to meet deadlines and effectively adjust to changing priorities.
6. Excellent analytical, organizational skills and attention to detail.  Ability to calculate figures and amounts. 
7. Understand the use of the automated loan origination system. Operate on standard Microsoft programs and other computer operations.
8. Demonstrated ability to work independently and interact collaboratively and cultivate partnerships across the organization.
9. Ability to effectively communicate policy/procedures to staff to assist the supervisor and or manager with training.
10. Excellent loan administration experience with knowledge of letters of credit, borrowing based lending, multi-phased construction, and multiple collateral properties

PHYSICAL REQUIREMENTS:

1. 1. Prolonged sitting throughout the workday with occasional mobility required.
   2. Corrected vision within the normal range.
   3. Hearing within normal range.  A device to enhance hearing will be provided if needed.
   4. Occasional movements throughout the department daily to interact with staff, accomplish tasks, etc. 

LICENSES/CERTIFICATIONS:

  None

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