Portfolio Administration Manager

Job Description

Job Description

SUMMARY

The Portfolio Administration Manager is responsible for supporting a portfolio of business by soliciting and servicing prospective and current clients to produce and grow a variety of commercial banking relationships. Key responsibilities include assisting loan officers with all aspects of loan origination, structure, and documentation of quality loans per bank policy as well as leadership of the Portfolio Administration Team.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Client Service

• Ability to meet the public well and to deal effectively with their questions or problems.
• Knows the Bank’s products and services thoroughly.
• Looks for opportunities to explain, promote, or sell products or services.
• Continuously demonstrates a helpful, friendly attitude and is committed to providing excellent client service.
• Serves as a model of excellent client service to other employees.
• Identifies and cross-sells retail products suitable to the client’s needs.
• Handles client complaints or questions and determines the action to be taken to remedy the situation.

Department Functions

• Support the growth and development of assigned commercial loan portfolio by effectively managing client portfolios to include the complete loan review/renewal process.
• Effectively monitor portfolio for revenue opportunities and/or loan exposures.
• Assist in the sales proposal process, including accompanying the lenders on customer and prospect calls and various other sales/customer-oriented projects.
• Establish and maintain relationships with current and prospective clients; proactively identify and recommend opportunities to cross-sell additional loan and non-credit products to clients.
• Monitor portfolio loan exposure including review of maturity reports, overdraft activity reports, past dues reports, etc.
• Ensure adherence to credit policy, guidelines and regulatory requirements.
• Work with clients to modify and/or restructure existing loans as needed.
• Help resolve credit problems, delinquent payment issues, and other related affairs.
• Prepare lending activity reports for management and loan committee as needed.

• Obtain necessary information to process and complete loan files.
• Draft commercial loan top sheets.
• Prepare commitment letters, engage title company/attorney, manage the settlement of loans.
• Prepare and quote payoffs.
• Create and mail financial request letters; check in and save financials properly when received.
• Act as a liaison between Commercial Loan officers and the Credit Department to expedite underwriting.
• Assist Commercial Loan officers with applications, HMDA, Beneficial Ownership, and CIP forms.
• Examine documents to ensure accuracy and compliance with existing guidelines, policies, and procedures.
• Calculate loan payments.
• Ensure electronic documents and credit files are complete, organized and work the doc file to clear exceptions.
• Assist the Commercial Loan officers with examining loan escrow instructions, notes, preliminary title report, title policies, termite reports, deeds of trust, etc.
• Properly prepare releases of escrow accounts.
• Order flood certifications, credit reports, and UCC lien searches.
• Gather all proper identification for borrower and set up CIF as required.
• Review monthly CIP reports and make CIF corrections as required.
• Other duties may be assigned.

Supervisory Responsibilities

• Must adhere to supervisory responsibilities in accordance with Potomac Bank’s policies and applicable laws
• Responsibilities may include interviewing, hiring, training, performance appraisals, rewarding and disciplining employees, addressing/resolving employee relation matters
• Responsible for following/adhering to established New Hire Onboarding Program

Security

• Maintains neat and orderly work area and ensures that all negotiables and confidential records are properly secured each day.
• Understands role in case of disaster or robbery, whether victim or bystander, and knows proper post-robbery procedures.
• Professional appearance that evokes the client’s trust.
• Adheres to all bank policies and procedures and to internal controls and system access restrictions.

CRITICAL SKILLS

• Demonstrates expertise in lending practices and loan products.
• Ability to adhere to Potomac Bank’s Core Values: Integrity, Teamwork, Growth, Client Commitment, Community Focus
• Excellent communication skills.
• Demonstrates financial analysis skills to identify quality credit and ability to attain aggressive sales/service goals.
• Self Development: pursue additional education or training to remain current, improve knowledge, and diversify skills.
• Customer confidentiality: never reveal or divulge customer information to anyone outside of the Bank.
• Versatility: Ability to multi-task under pressure and fast paced environment.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

Four-year college degree preferably in business or finance; five or more years of experience in a bank or lending setting; or equivalent combination of education and experience. Prior experience as a Portfolio Administrator is required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of portfolio administration practices, business operations, and risk management principles, including portfolio monitoring, reporting, governance, and operational controls.
• Knowledge of regulatory requirements, internal policies, and industry best practices applicable to portfolio management and administrative functions.
• Skill in analyzing data, identifying trends, and preparing reports and presentations to support management decision-making and portfolio performance monitoring.
• Strong leadership and organizational skills with the ability to oversee multiple priorities, allocate resources, and ensure timely completion of departmental objectives.
• Ability to develop, implement, and improve processes and procedures that enhance operational efficiency, accuracy, and service quality.
• Ability to effectively lead, coach, and develop team members while fostering a collaborative and results-oriented work environment.
• Ability to build and maintain productive relationships with internal and external stakeholders, communicate complex information clearly, and influence positive business outcomes.
• Ability to exercise sound judgment, solve problems proactively, and make informed decisions in a fast-paced and evolving environment.

SMOKE-FREE WORKPLACE

Potomac Bank is a 100% smoke-free company.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; use hands to handle or feel; reach with hands and arms; and talk or hear. The employee may regularly lift and/or move up to 10 pounds; frequently lift and/or move up to 25 pounds; and occasionally lift and/or move up to 50 pounds.

This job description is not designed to cover or contain a comprehensive listing of all duties/responsibilities that are required of position. Duties/responsibilities may change or be assigned at any time with or without notice.

Potomac Bank is an Equal Opportunity/Affirmative Action Employer

Potomac Bank supports a workforce of diversity, equity, inclusion, and accessibility