Post-Closing Documentation & Imaging Specialist

Post-Closing Documentation & Imaging Specialist

The Post-Closing Documentation & Imaging Specialist is responsible for the receipt, review, imaging, indexing, storage, and ongoing maintenance of all post-closing loan documentation. This position serves as the central control point for physical loan documents and electronic loan records, ensuring that documents are accurately maintained within the Bank's imaging platform, Synergy, note vault, and collateral files.

The specialist ensures that original documents are properly received, tracked, safeguarded, imaged, and retained according to Bank policy while supporting regulatory compliance, audit readiness, collateral perfection, and efficient loan servicing operations.

Primary Duties and Responsibilities

Physical Document Management

• Receive, sort, review, and process incoming post-closing loan documentation.
• Maintain control of original promissory notes, security instruments, guarantees, and other wet-signed documents.
• Ensure required original documents are properly routed, tracked, and stored within the Bank's note vault or designated records storage location.
• Monitor incoming recorded documents, title policies, UCC filings, insurance certificates, and other collateral-related items.
• Perform periodic audits of physical loan files to ensure completeness and accuracy.
• Coordinate retrieval and delivery of original loan documents for audits, servicing requests, legal matters, and examinations.
• Maintain organized records storage systems and tracking logs.

Synergy Imaging Administration

• Scan, upload, index, and validate loan documentation within Synergy.
• Ensure all post-closing documentation is accurately classified using approved document types and indexing standards.
• Review imaged documents for completeness, legibility, accuracy, and proper association to the borrower CIF or loan relationship.
• Use Synergy imaging workflows to efficiently process documents from centralized document locations.
• Add commentary and metadata where appropriate to improve retrieval and auditability.
• Identify and resolve duplicate, misfiled, or incorrectly indexed documents.
• Support document correction and deletion workflows in accordance with Bank policy and Synergy administrative procedures.

Post-Closing Documentation Review

• Review funded loan files to ensure all required documentation has been received and properly imaged.
• Validate that executed documents align with approved loan structures, boarding records, and post-closing requirements.
• Track missing post-closing items and technical exceptions.
• Work with Relationship Assistants, Closing Specialists, title companies, attorneys, insurance providers, and vendors to obtain outstanding documentation.
• Follow up on missing recordings, title policies, UCC filings, insurance documents, and other collateral perfection items.
• Maintain documentation exception tracking logs and reporting.

Compliance and Quality Control

• Ensure loan documentation is maintained in accordance with Bank policies, regulatory requirements, and records retention standards.
• Support internal audits, loan reviews, compliance reviews, and regulatory examinations.
• Maintain confidentiality and security of customer information and loan records.
• Assist with process documentation and procedure updates related to imaging and post-closing operations.
• Recommend process improvements to reduce documentation exceptions and improve imaging efficiency.

Required Knowledge and Skills

• Strong understanding of commercial, consumer, and real estate loan documentation.
• Working knowledge of collateral documentation and perfection requirements.
• Experience managing physical loan files and original document retention.
• Strong attention to detail and ability to identify document discrepancies.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to prioritize workloads and meet established service levels.
• Proficiency with Microsoft Office applications.

Preferred Technical Experience

• Jack Henry Synergy Imaging System.
• Jack Henry Xperience.
• Loan servicing or loan origination platforms.
• Electronic document management systems.

Education and Experience

• High School Diploma or equivalent.
• Minimum two years of banking, loan operations, document imaging, records management, or post-closing experience.
• Associate degree or equivalent banking experience.
• Three to five years of loan operations, collateral operations, or post-closing documentation experience.
• Experience with commercial lending documentation.

Susser Bank is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

Susser Bank participates in E-Verify.