Loan Documentation Manager

Job Summary:

The Loan Documentation Manager oversees all operations of the Loan Documentation Unit (LDU), ensuring the accurate preparation, timely delivery, and secure storage of loan documents for Commercial Real Estate (CRE), SBA, EXIM, and other commercial loan products. This role ensures compliance with pre-funding and post-closing requirements, leads interdepartmental coordination, and manages personnel and procedures within the unit. The Loan Documentation Manager is also responsible for resolving documentation-related issues, leading process improvements, and maintaining audit-ready documentation practices.

Essential Job Functions

Departmental Leadership & Oversight

• Oversee day-to-day operations of the Loan Documentation Unit to ensure timely loan closings and fulfillment of all pre-funding conditions.
• Assign and manage workloads of loan processors responsible for preparing CRE, SBA, EXIM, and other commercial loan documents.
• Supervise and mentor LDU staff; monitor performance to ensure accuracy, productivity, and adherence to service-level standards.
• Lead the resolution of documentation and loan boarding issues through direct collaboration with Lending Teams and Credit Administration.
• Take ownership of all LDU activities and ensure consistent execution of documentation responsibilities, including in cases of interdepartmental disagreement.

Loan Document Management & Review

• Review credit approvals (CAMs) to identify missing or unclear documentation, legal signer verification, title vesting, CIP, and other critical components.
• Communicate with escrow officers, account officers, and processors to resolve discrepancies and gather required documents.
• Review loan documents and escrow instructions for completeness, legal compliance, and alignment with credit approval terms.
• Conduct final review of signed loan documents to ensure all required signatures, initials, notarizations, and PTF (Post-Transaction Funding) conditions are met.
• Perform final quality control on EXIM and SBA loan packages prepared through eDox prior to borrower signing.
• Approve final boarding checklists and authorize the Loan Operations team to proceed with funding and boarding.
• Order and manage the preparation of loan documents for various loan types as needed.

Compliance, Inventory, and Audit Readiness

• Secure, maintain, and audit the inventory of original and digitally signed loan documents, ensuring proper storage and traceability.
• Maintain up-to-date and audit-ready documentation logs, checklists, and loan package files.
• Review and approve vendor invoices for loan servicing and document preparation services.
• Coordinate the filing and retention of signed documents, including promissory notes and legal agreements.

Policy Development & Training

• Develop, maintain, and annually update the department’s procedures and best practices, ensuring alignment with evolving compliance and operational requirements.
• Design and implement a standardized LDU documentation checklist distributed to lending teams for tracking pending items before loan closings.
• Lead semi-annual training sessions via Microsoft Teams to educate Lending Teams on LDU processes, common documentation issues, and title and compliance requirements.

Cross-Departmental Collaboration

• Professionally and proactively respond to documentation and funding requests from Credit Administration and its leadership.
• Lead discussions with Lending Teams regarding documentation and boarding requirements; escalate to Credit Administration only when resolution is not possible at the LDU level.
• Serve as a liaison between LDU, Credit Administration, Lending, Loan Servicing, and other business units to ensure seamless coordination of tasks.
• Coordinate with Credit Managers to identify recurring documentation issues and recommend process improvements to reduce bottlenecks.
• Prioritize loan documentation activities when requested by Credit Managers to meet urgent business needs.
• Initiate support from the Credit Administration Manager or Loan Servicing Manager when additional assistance is required.
• Perform other duties as assigned.

Secondary Job Functions

• Comply with all BSA training and procedures.

Qualifications/Requirements

• 5+ years of experience in commercial loan documentation, with at least 2 years in a supervisory or managerial capacity.
• Strong working knowledge of commercial loan products (CRE, SBA, EXIM) and related compliance requirements.
• Proficiency in loan documentation software such as Laser Pro, eDox, and internal systems like DocuShare and LoanVantage.
• Deep understanding of title documentation, entity verification, escrow processes, CIP, and regulatory guidelines.
• Exceptional organizational, communication, and leadership skills.
• Ability to lead cross-functional collaboration and resolve issues with professionalism and accountability.

Education:

• Bachelor’s Degree or related on-the-job experience required.