Job Information
Main Street Bank Retail Lending Administrative Coordinator in Marlborough, Massachusetts
Retail Lending Administrative Coordinator
Job Details
Level
Experienced
Job Location
Headquarters - Marlborough, MA
Position Type
Full Time
Salary Range
$23.50 - $26.00 Hourly
Job Category
Admin - Clerical
Description
Title: Retail Lending Administrative Coordinator Grade:
FLSA Status: Non-exempt Employment Status: Full Time
Department: Retail Lending Location: Headquarters/Flexible/Hybrid Work Model Eligible
Reports To: VP Retail Lending Manager
Date Prepared: September 12, 2024 Human Resources Review: September 13, 2024
Summary:
Reporting to the VP Retail Lending Manager, the Retail LendingAdministrative Coordinatorp rovides administrative support to the Consumer and Retail Lending teams, assisting in a variety of clerical functions and coordinate/manage projects with a moderate scope of complexity , providing accurate and on time results that meet the conditions of satisfaction.
Additionally, it is expected that this position will actively participate in initiatives that support the bank’s strategic plan while embracing the established sales and service culture to maximize their contribution to the bank’s goals.
After successful completion of training and proven abilities, this position is eligible for a hybrid work arrangement with an agreed upon number of days per-week/month on site.
Consistent availability is expected during core business hours. Work outside of regular business hours requires approval on an as needed basis to meet deadlines and fulfil the needs of both internal and external customers.
ESSENTIAL DUTIES and RESPONSIBILITIES:
In the performance of respective tasks and duties, the employee is expected to successfully perform quality work within deadlines with or without supervision, interact professionally with other employees, customers, and suppliers; work effectively as a team contributor on all assignments and work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.
Effectively use tools and systems to be able to self-manage, organize, and complete work independently, proactively recognizing potential obstacles resolving them before they become an issue, managing to deadlines, creating action plans when not on track, enabling job functions to happen with minimal oversite and meeting conditions of satisfaction.
Setting 2nd Mortgage Rates: Establish and update the rates for second mortgages on a weekly basis, ensuring accuracy and timely uploads to designated system.
General Ledger (GL) and checking account Balancing: Perform monthly reconciliations for approximately 12 accounts, maintaining precise and updated records for timely submission to Finance.
Moving rejected consumer loan packages/documentation to the assigned location
Ensure the loan writer system is learned and maintained as required in an administrative capacity.
Updating rate sheets, product sheets, and similar documents for products as necessary (e.g., Prime changes)
Generate pipeline reports every week
Daily creation and distribution of rate sheets via email, including indexes on Tuesdays.
Maintain Vendor Management profiles and perform system updates. Oversee vendor management for appraisers and attorneys.
Document Management: Organize and maintain digital and physical files, ensuring easy retrieval and compliance with company policies.
Collaborating with branches ensure consumer lending procedures are up to date
Complete the MHFA monthly monitoring for septic, fill out the sheet, and upload the documents as required.
Perform teller transactions for the department as required
Accurate and timely invoice tracking, and processing of payment requests though the ASCEND System for all invoices that fall under the positions responsibilities and corresponding monthly reconciliation of accounts to support year-end department budget preparation.
Librarian for the Retail Lending tab of the intranet.
Act as department backup for:
Recording mortgage backups
Mailing HELOC welcome packages and payoff checks
General:
Assist internal, external, and regulatory auditors with the collection of requested materials as assigned with their respective engagements.
Use discretion in dealing with large amounts of sensitive, confidential information, while adhering to all Bank policies and procedures
Monitor departmental procedures, making recommendations for changes to increase productivity and improve efficiencies.
Adhere to all company policies and act as a role model in the adherence to policies.
Inform, educate, and influence staff to support corporate goals and objectives while demonstrating poise and diplomacy.
Being a champion of the Main Street Bank culture and the moral of the bank.
In the performance of respective tasks and duties, the employee is expected to maintain knowledge of and ensure compliance with Bank Secrecy Act regulations and adheres to compliance procedures and internal/operational risk controls in accordance with all applicable regulatory standards, requirements and policies as well as attending all required training sessions and completing all required on-line training courses.
Regular and consistent attendance is required to continue the high standard of customer service as well as occasionally participating in before/after hours and/or weekend community events.
Other duties as assigned, performing similar or related work as directed, required, or as situation dictates.
EQUIPMENT REQUIRED:
Smart Phone - To enable the MFA (Multi Factor Authentication) facilitating access to MSB systems .
HYBRID/REMOTE ENVIRONMENT:
Your physical remote location must provide a dedicated workspace that is free from distraction and provides adequate light to be regularly visible on video calls.
You must have access to a reliable internet connection with adequate bandwidth to join Teams and other video calls.
SKILLS REQUIRED:
High School diploma or equivalent
One to two years of professional experience in the financial or retail lending environment.
Understanding and knowledge of financial institution and its departments
HMDA knowledge a plus
Project management/coordination experience helpful
Ability to multi- task, organize, work independently, accomplish tasks, and meet deadlines despite frequent interruptions in a fast-paced environment while maintaining attention to detail.
A curious mindset that allows you to constantly learn and challenge the status quo.
Proficiency in the use of and application of administration activities with an understanding of office procedures and ability to operate standard office equipment.
Proficient in Microsoft 365 Suite products including, but not limited to Excel, Word, Outlook, Teams, and Sharepoint and comfort level with a variety of technology.
LEVEL OF RESPONSIBILITY:
This position interacts independently with other employees, customers, vendors, and Board members.
Performs a variety of responsible, comprehensive functions of an administrative and technical nature, requiring a high level of judgment and initiative and the ability to interpret guidelines and carry out assignments independently, relying on prior directly related experience and specific bank policies and procedures.
COMPETENCIES:
Excellent communication skills and responsive approach to communication with internal and external stakeholders
Relationship Builder - Develops and maintains relationships with officers, employees and external contacts and maintains alignment with core values, vision, strategy, and goals.
Ability to interact on a professional level
Outstanding customer service skills (in person, over the phone or video conference)
Ability to thrive within a fast-paced work environment and prioritize and track many simultaneously competing tasks and responsibilities.
Strong problems solving abilities and superior follow up with the ability to navigate complex situations to find efficient, effective, and timely solutions.
Detailed, organized and professional
Computer Technology Savvy - Utilize technology/systems to improve work processes and use a range of technology to solve problems.
LANGUAGE/COGNITIVE SKILLS:
The language and cognitive 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.
The person in this position frequently communicates with all departments and customers, about banking products, services, bank accounts & transactions, and therefore must be able to exchange accurate information in these cases. They will need to, use judgment and discretion in decision making situations, interpret and follow all Bank policies and procedures, write/create reports, and business correspondence, (Main Street Bank’s standard language is English). As well as the ability to:
Speak and effectively present/communicate information and respond to questions from customers, groups of managers, vendors, and other employees.
Define problems, collect data, establish facts, and draw valid conclusions.
Read, analyze, and interpret a variety of documents such as invoices, loan documents, and Bank policies and procedures.
WORKING CONDITIONS AND PHYSICAL EFFORT: The physical and work environment 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 required to:
Physical Demands/Efforts
Occasionally lift and/or move up to 25 pounds, (i.e., files/boxes of files, mail bins/bags)
Regularly required to remain in a stationary position, 50% of the time
Occasionally required to stoop and bend.
Mental & Visual Demands
Consistently operate a computer for extended periods of time
Specific vision abilities may be required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
Regular use of office productivity machinery (i.e., a calculator, copy machine, fax machine, computer printer).
Work Environment and Hazards
Regularly move throughout the inside the department/Bank to access resources and individuals.
Occasional local travel for bank purposes and/or on behalf of the bank (i.e., training).
The employee must be able to work schedules that meet the needs of the bank, which may include early morning, evening and/or weekend hours.
Work is performed under busy office conditions with a high number of interruptions during the day from staff and the public.
When in the office it is a general office environment where the noise level is moderate.
Qualifications
The completion of this Application for Employment does not assure a position with Main Street Bank and any offer of employment is conditioned on the satisfactory completion of a background and credit review as determined by the sole discretion of Main Street Bank. Neither this Application for Employment nor any document constitutes a contract of employment for a specific term and that any employment relationship that may be established will be 'at-will' and if hired, may be terminated at any time, for any reason, by the applicant or Main Street Bank.
Massachusetts Law - It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Massachusetts General Laws c. 151B prohibits employers from (1) terminating or refusing to hire individuals on the basis of genetic information; (2) requesting genetic information concerning employees, applicants, or their family members; (3) attempting to induce individuals to undergo genetic tests or otherwise disclose genetic information; (4) using genetic information in any way that affects the terms and conditions of an individual’s employment; or (5) seeking, receiving or maintaining genetic information for any non-medical purpose.
Main Street Bank is an Equal Opportunity Employer, we are committed to recruiting, hiring, training, and promoting persons without regard to race, color, religion, national origin, citizenship, age, sex, marital status, ancestry, physical or mental disability, veteran status, sexual orientation, military service, genetic information, and gender identity.