Loan Documentation Specialist I/II/III/Senior

Under the direction of the Supervisor, this position is responsible for reviewing loan requests for completeness and accuracy to ensure compliance with product and Bank of Hawai‘i standards, updating and correcting application information in order to prepare the required loan documents, booking and disbursing all loans/lines, and performing posting booking quality control and SOX reviews.

Responsibilities

Loan Documentation Specialist I

• Reviews loan requests for completeness and accuracy to ensure compliance with applicable product and bank standards and regulatory requirements. Prepares and performs a quality control review of the necessary loan documents for signing using the automated documentation and non-automated process as applicable. This includes such items as the notes or agreements, security agreements, collateral agreements, amendments, etc. Audits the executed documents and ensuring all required documents are completed completely, reviewing to ensure certain compliance requirements are met, including: Regulation Z, Customer Identification Program (CIP), customer due diligence (CDD), Community Reinvestment Act (CRA), etc.. Prepares request for imaging and books account to the bank’s core loan system.
• Disburses all loan requests. Process may involve transfer of funds electronically, or preparation of cashier’s checks, etc. Ensures that funds are disbursed for the correct amount and posted to the correct account, and enters any post booking special instructions into the system prior to assigning the file for post booking maintenance and SOX quality control reviews.
• Consolidates, reviews and reconciles requests for information from branches and departments to include mortgage recordings and final reports to title companies and Bureau of Conveyances. Performs quality control reviews of the recorded documents and title policies and works with the title companies to resolve any issues that may impact the banks collateral prior to imaging the final documents.
• Performs posting booking maintenance and SOX quality control reviews by comparing the applicable signed documents and application information to the booked loan in the bank’s core loan system.
• Assists and supports the Department in achieving the necessary goals and objectives to create shareholder value while mitigating risk.
• Performs all other miscellaneous responsibilities and duties as assigned.

Loan Documentation Specialist II

• Reviews loan requests for completeness and accuracy to ensure compliance with applicable product and bank standards and regulatory requirements. Reviews, determines, prepares and completes documents for all loans, including consumer unsecured, and consumer real estate products, including standalone and stacked real estate transactions, and may assist with commercial real estate and other business credits. Prepares and performs quality control reviews of necessary loan documents for signing utilizing the automated documentation system and non-automated system adhering to all credit requirements and governmental regulations. Audits the executed documents and ensures all required documents are completed correctly and completely; reviews to ensure certain compliance requirements are met, including: Regulation Z, Customer Identification Program (CIP), customer due diligence (CDD), Community Reinvestment Act (CRA), etc. Prepares booking sheet and assists with booking consumer accounts to the Bank’s core loan system. Prepares the request for imaging and books the account to the bank’s core loan system.
• Disburses all loan proceeds. Process may involve transfer of funds electronically, or preparation of cashier’s checks, etc. Ensures that funds are disbursed for the correct amount and posted to the correct account, and enters any post booking special instructions into the system prior to assigning the file for post booking maintenance and SOX quality control reviews.
• Orders all necessary documents from title companies and attorneys to ensure all credit requirements and governmental regulations are met. Performs quality control reviews of the recorded documents and title policies and works with the title companies to resolve any issues that may impact the banks collateral prior to imaging the final documents.
• Performs posting booking maintenance and SOX quality control reviews by comparing the applicable signed documents and application information to the booked loan in banks core loan system.
• Processes bulk loan bookings using a batch process, or manual entry into the bank’s core loan system.
• Assists and supports the department in achieving the goals and objectives to create shareholder value while mitigating risk.
• Performs all other miscellaneous responsibilities and duties as assigned.

Loan Documentation Specialist III

• Reviews loan requests for completeness and accuracy to ensure compliance with applicable product and bank standards and regulatory requirements. Reviews, determines, prepares and completes documents for all loans including consumer & business real estate, corporate, governmental guaranteed, ESOP credit facilities, and other complex files. Utilizes the automated documentation system and non-automated system adhering to all credit requirements and governmental regulations. Performs a quality control review of the documents before releasing them for signing. Audits the executed documents and ensures all required documents are completed correctly and completely, reviewing to ensure certain compliance requirements are including, Regulation Z, Customer Identification Program (CIP), customer due diligence (CDD), Community Reinvestment Act (CRA), etc. Prepares the request for imaging and books the account to the Bank’s core loan system, trains junior staff members, and distributes daily assignments.
• Orders all necessary documents from title companies, government agencies and attorneys to ensure all credit requirements and governmental regulations are met on real estate and corporate loans. Performs quality control reviews of the recorded documents and title policies and works with the title companies to resolve any issues that may impact the banks collateral prior to imaging the final documents.
• Communicates with lending officers and staff, government agencies and vendors (i.e. title companies, escrow companies, etc.) to coordinate loan documentation and disbursements. Disburses all loan proceeds. Process may involve transfer of funds electronically, or preparation of cashier’s checks, etc. Ensures that funds are disbursed for the correct amount and posted to the correct account, and enters any post booking special instructions into the system prior to assigning the file for post booking maintenance and SOX quality control reviews. Performs posting booking maintenance and SOX quality control reviews by comparing the applicable signed documents and application information to the booked loan in banks core loan system. Processes bulk loan bookings using a batch process, or manual entry into the bank’s core loan system.
• Assists and supports the department in achieving the goals and objectives to create shareholder value while mitigating risk. Serves as a relief assistant during the absence of the supervisor.
• Prepares release of mortgages when required.
• Performs all other miscellaneous responsibilities and duties as assigned.

Senior Loan Documentation Specialist

• Performs post-closing quality control audits on selected consumer loans. Completes re-verification of loan file documents, document review, compliance review (BOH, regulatory requirements), and credit and appraisal review. Reviews processes and procedures to ensure compliance, reports findings and exceptions, and escalates issues to management. Completes post booking validations and quality assurance review in conjunction with the applicable SOXs reporting controls.
• Complies with all applicable banking laws and regulations relevant to the job activities, including BSA/AML and suspicious activity monitoring and reporting. Completes and passes all job specific compliance training curricula within required timeframes and applies the acquired knowledge in performing the activities of the job. Reports improper and suspicious activities to management.
• Serves as the LaserPro and CSi resident expert. Communicates with LOBs, legal counsel and Legal Division to recommend and resolve documentation and regulatory issues for the continued efficiency of the documentation process. Reviews tests, and documents results of releases as they occur to ensure overall bank policy and regulatory compliance.

• Performs all other miscellaneous responsibilities and duties as assigned. Assists the Documentation Supervisor and Operations Manager in his/her absence.

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Qualifications

• High school diploma or G.E.D. and 0 to 2 years of college or equivalent work experience. Post High School education preferred.
• Level is dependent on years of experience and size/complexity of prior positions held.
  • Level I : Minimum 1 to 2 years in the banking industry, preferably in positions where general loan knowledge was gained, or equivalent work experience.
  • Level II : Minimum 1 year loan documentation experience or 3 to 4 years in the banking industry with at least 2 years in positions with regular exposure to general consumer and business loans knowledge, or equivalent work experience. Consumer and Real Estate Loan documentation experience preferred.
  • Level III : Minimum 3 years loan documentation or banking industry experience in positions where general consumer and business loans knowledge was gained, or equivalent work experience. Consumer, Commercial, and Real Estate Loan documentation experience preferred.
  • Senior : Minimum 2 years of working experience with documentation experience in consumer and commercial, real estate, and government participated loans, and other complicated loans.
• Demonstrated proficiency with personal computers in a networked environment and Microsoft applications (Outlook, Word, Excel, PowerPoint, and SharePoint) or similar software. Knowledge of or ability to use Bank software and systems. Working knowledge/understanding/ability to use the following computer programs and systems: IBS Insight, MeridianLink Consumer, Compliance Systems, Laser Pro, DocuSign etc.
• Good verbal and written communication skills sufficient to communicate with team members, question and respond comprehensibly to supervisors and managers. Ability to read, understand and follow detailed instructions. Must be an analytical, detail-oriented, self-starter who possesses the ability to learn quickly and adapt to changing technology. Able to work in a high volume deadline-important area. Flexible and able to adapt quickly to changing deadlines, priorities, procedures, etc. Able to work flexible hours including weekends and evenings as needed or assigned. Must be able to lift/push/carry up to 35 lbs. with assistance. (Senior) Familiarity with in-house documentation and loan processing and servicing systems preferred. Must demonstrate knowledge of lending including documentation and operational functions, regulatory requirements, and internal policies.

As a Bank of Hawaii employee, you ensure (or assist with ensuring) compliance with applicable laws, regulations, regulatory requirements and Bank policies and procedures, including but not limited to those related to Fair Banking, Anti-Money Laundering laws and regulations, Bank Secrecy Act and USA PATRIOT Act.

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