Documentation Officer

Job Description

Job Description

Job Summary

The Documentation Officer oversees the preparation, review, maintenance, and servicing of commercial, commercial real estate, and construction loan documentation, ensuring accuracy, completeness, and compliance with internal policies, legal requirements, and regulatory standards.

Key Responsibilities

• Compile, prepare, and review all documentation required to execute loan transactions for the division.

• Collaborate with attorneys to ensure all loan documents are complete, accurate, and legally compliant.

• Work with title companies to obtain title policies and required endorsements, including ALTA 110 endorsements.

• Verify that all required insurance coverage, including fire, flood, and liability insurance, is properly obtained and maintained.

• Ensure compliance with all applicable Federal Reserve banking laws, regulations, and industry requirements.

• Maintain compliance with all Farmers & Merchants Bank policies, procedures, and internal controls.

• Serve as a professional representative and advocate for Farmers & Merchants Bank in all interactions, both professionally and personally.

Compliance Responsibilities

Complies with all applicable state and federal banking laws, regulations, and internal policies related but not limited to lending, operations, and deposit requirements, including Bank Secrecy Act (BSA), Anti-Money Laundering (AML) requirements, Office of Foreign Assets Control (OFAC) regulations, Customer Identification Program (CIP) requirements, Financial Elder Abuse reporting laws, Sexual Harassment prevention policies, information security and privacy requirements.

Required Knowledge

• Excellent customer service and relationship management skills, with a commitment to providing exceptional service to both internal and external clients.

• Strong analytical, problem-solving, and organizational skills, with the ability to adapt and perform effectively in a fast-paced, dynamic environment.

• Self-motivated, proactive, and results-oriented, with the ability to manage multiple priorities while maintaining a high level of accuracy and attention to detail.

• Advanced proficiency in Microsoft Office applications, including Excel and Word.

• Solid knowledge of commercial lending principles, loan documentation, and applicable banking regulations and compliance requirements.

• Thorough understanding of title insurance policies, endorsements, requirements, and common exceptions as they relate to commercial loan documentation.

• Ability to communicate effectively and collaborate with attorneys, title companies, insurance providers, lending officers, and other stakeholders.

• Strong attention to detail and commitment to ensuring documentation accuracy,

Knowledge, Skills and Abilities

• Basic mathematical and financial calculation skills.

• Strong critical thinking, sound judgment, and problem-solving abilities.

• Ability to actively listen, learn quickly, and apply new knowledge effectively.

• Excellent verbal and written communication skills with the ability to convey information clearly and professionally.

• Ability to communicate respectfully and effectively with management, colleagues, customers, and external business partners.

• Strong interpersonal skills with the ability to build positive working relationships across departments.

• Demonstrated ability and desire to work collaboratively in a team environment and contribute to shared goals and team success.

• Ability to manage multiple priorities while maintaining accuracy, attention to detail, and compliance with established procedures.

Equipment Operated

• Operates standard electronic computers and customary office equipment required to perform essential job functions.

• Use of equipment is required, with or without reasonable accommodation, in accordance with the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA).

Physical Requirements & Work Environment

The physical demands and work environment characteristics described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Nothing in this description is intended to limit the availability of reasonable accommodation under applicable law.

• Ability to perform repetitive movements associated with office and computer-based work.

• Ability to sit and or stand for extended periods of time to perform essential job functions.

• Ability to lift, carry, or move objects weighing up to 25 pounds, with or without reasonable accommodation.

• Ability to use hands and fingers to manage, manipulate, or feel objects and operate standard office equipment.

• Work is primarily performed in an office environment with a controlled temperature and standard office conditions.

Education and Experience

• High School Diploma or equivalent required.

• Minimum 10 years of experience in loan operations, loan documentation, servicing, or loan accounting functions. Experience in commercial real estate, and construction lending preferred. Clerical or administrative experience is a plus.

Minimum Absence Requirement

Some positions within the Bank have been designated as sensitive positions due to access to critical systems, records, or processes. In accordance with Bank policy and sound internal-control practices, employees in sensitive positions are required to complete a mandatory consecutive absence from essential duties each calendar year to support segregation of duties and independent review.

The required absence will be scheduled in coordination with management to ensure continuity of operations. Administration of absence, including paid or unpaid status, will comply with all applicable federal, state, and local wage and hour and leave laws, including California requirements.

Exempt from Minimum Absence Requirement:

• This position is classified as a non-sensitive position and is not subject to the annual minimum absence requirement.

Officer Title Eligibility

For qualified positions, the Bank may designate an Officer Title based on the role’s job level, scope of responsibility, and alignment with established competency frameworks. Eligibility for an Officer Title designation is contingent upon the employee meeting defined competency, performance, and experience requirements and is governed by applicable Bank policies, governance standards, and required approval processes.

• This position is eligible for the following Officer Title(s): Assistant Vice President, Vice President

Compensation

The listed range represents the full compensation range for this position. Placement within the range will be determined based on factors including skills, relevant experience, job-related qualifications, geographic location, and internal equity, in accordance with Bank compensation policies.

• Exempt Salary Range: $102,440 – $174,200 per year

Disclaimer

This job description is intended to describe the general nature and level of work being performed and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Employees may be required to perform other duties as assigned, consistent with business needs and applicable law.

Farmers and Merchants Bank of Long Beach reserve the right to modify, amend, or discontinue job duties or requirements at any time. Nothing in this job description creates a contract of employment, either express or implied, or alters the at-will nature of employment.