Loan Officer Assistant

Loan Application & Pre-Approval Management

Review loan applications for accuracy and completeness, including the Loan Story. Complete or assist with loan applications when directed by the Loan Officer.

Proactively follow up with prospective borrowers, new pre-approvals, and existing pre-approval files.

Backfill pre-approved files with documentation anticipated for processing and underwriting.

Request and obtain additional borrower documentation through nCino and other communication channels.

Review and analyze borrower income documentation by calculating income or utilizing available resources to accurately determine qualifying income, including variable, declining, self-employed, rental, and other complex income types in accordance with AUS findings and applicable investor guidelines.

Loan File Management

Maintain complete, accurate, and well-organized loan files within Encompass and other company systems.

Rename and organize documents within the eFolder to company standards.

Maintain detailed and accurate loan notes within Encompass and CRM.

Manage loan-related tasks and workflow within CRM and other internal systems.

Maintain accurate and timely records throughout the loan process.

Compliance and Documentation

Perform required RESPA and regulatory compliance tasks, including reviewing loan documentation for completeness and accuracy.

Review and verify loan data, including borrower residency, employment history, mortgage insurance, earnest money deposits, purchase contract information, and closing dates.

Complete required FHA, VA, Conventional, and investor-specific documentation and compliance requirements.

Review Loan Estimates, fee itemizations, and supporting documentation to ensure accuracy and compliance.

Review, analyze, and accurately enter pertinent loan information from the real estate purchase contract into Encompass.

Prepare and send initial disclosures in accordance with regulatory requirements and company timelines.

Client, Loan Officer & Referral Partner Communication

Communicate with borrowers as directed or requested by the Loan Officer throughout the pre-processing and processing stages of the loan.

Contact borrowers regarding initial disclosures and answer general questions regarding the disclosure package.

Provide timely professional updates to borrowers, real estate agents, and referral partners as directed or requested by the Loan Officer.

Support Loan Officers with client and referral-partner communications as requested and deliver exceptional customer service.

Assist with Processing

Order, schedule, monitor, and update appraisals as needed.

Coordinate documentation and communication with title companies, insurance agents, and other third parties.

Assist with processing support to ensure files are complete and progressing toward underwriting approval.

Closing Coordination

Confirm borrowers have reviewed and electronically signed the Initial Closing Disclosure (ICD) within required timelines.

Communicate final closing information to borrowers, including final cash-to-close figures, closing date, time, location, and cashier's check or wire instruction requirements.

Team Collaboration

Work collaboratively with Loan Officers, Processors, Underwriters, Closers, and Operations team members to ensure loan files move efficiently through the mortgage process.

Provide CRM marketing support as requested.

Demonstrate urgency while managing multiple loan files, competing priorities, and time-sensitive deadlines.

Identify file issues proactively and communicate concerns to the appropriate team members to minimize delays.

Requirements

MUST HAVE Requirements:

Experience:

• Mortgage Industry Knowledge: 1-2 years of residential mortgage process, loan terminology, and applicable compliance requirements.
• Program knowledge in Conventional, FHA and VA and documentation requirements.
• Ability to research mortgage guidelines as needed.
• Loan Origination Software Experience: Experience using loan origination software, preferably Encompass, to manage loan documentation, disclosures, and pre-processing tasks.
• Organization & Time Management: Exceptional organizational skills with the ability to prioritize multiple tasks, manage deadlines, and accurately complete assigned responsibilities in a fast-paced environment.
• Attention to Detail: Meticulous attention to detail to identify and correct errors, ensure compliance with regulations, and verify the accuracy of all loan documentation.
• Sense of Urgency: Ability to work effectively in a fast-paced, time-sensitive environment while consistently meeting deadlines and maintaining accuracy.
• Communication Skills: Strong written and verbal communication skills with borrowers, referral partners, and internal team members.
• Team Collaboration: Ability to work collaboratively while maintaining a positive, team-oriented attitude.
• Adaptability & Initiative: Willingness to learn new processes, accept coaching, adapt to changing priorities, and proactively identify opportunities to improve efficiency and accuracy.

NICE-TO-HAVE Requirements:

• Two (2) or more years of mortgage industry experience as a Loan Officer Assistant, Processor, or in a similar mortgage operations role.
• Experience using Encompass and other mortgage technology platforms, including Surefire and nCino.
• Experience reviewing borrower documentation for completeness, accuracy, and investor or agency guideline compliance.
• Experience with Non-QM, Brokered loans, and Bond/DPA programs.
• Experience calculating borrower income, reviewing assets, and analyzing credit documentation.
• Ability to build and maintain strong relationships with borrowers, referral partners, and internal team members.
• Demonstrated ability to identify process improvement opportunities and contribute to operational efficiencies.
• Desire to continually learn and develop professionally within Fountain Mortgage.

Physical Requirements

Ability to work in an office environment, while being seated, standing, walking, typing and speaking.

Security Responsibilities

Operate in alignment with all company security policies, procedures, and regulatory standards to ensure confidentiality and integrity of data.

Complete all assigned security and compliance trainings (e.g., BAI modules) within designated timeframes.

Protect sensitive borrower and company data, including secure handling, storage, and transmission of loan documents and audit materials.

Limit access to confidential information to only those with a legitimate business need, in accordance with the principle of least privilege.

Report any suspected security incidents or breaches immediately to the appropriate internal contact or security officer.

Maintain vigilance in preventing unauthorized access, including secure login practices and safeguarding of credentials.