Portfolio Administration Manager

About the Role

The Portfolio Administration Manager supports a portfolio of business by soliciting and servicing prospective and current clients to produce and grow 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.

Responsibilities

• Meet the public effectively and address their questions or problems with a helpful, friendly attitude.
• Demonstrate thorough knowledge of the Bank’s products and services; promote and cross-sell suitable retail products.
• Handle client complaints or questions and determine appropriate actions to remedy situations.
• Support the growth and development of the assigned commercial loan portfolio, including the complete loan review/renewal process.
• Monitor portfolio for revenue opportunities and loan exposures.
• Assist in the sales proposal process, including accompanying lenders on customer and prospect calls.
• Establish and maintain relationships with current and prospective clients; identify and recommend cross-sell opportunities for loan and non-credit products.
• Monitor portfolio loan exposure, including reviewing maturity reports, overdraft activity, past dues, and other relevant reports.
• Ensure adherence to credit policy, guidelines, and regulatory requirements.
• Work with clients to modify or restructure existing loans as needed.
• Resolve credit problems, delinquent payment issues, and 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 and prepare commitment letters.
• Engage title company/attorney and 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 for accuracy and compliance with guidelines, policies, and procedures.
• Calculate loan payments and ensure electronic documents and credit files are complete and organized.
• Work the doc file to clear exceptions.
• Assist with examining loan escrow instructions, notes, preliminary title reports, title policies, termite reports, deeds of trust, etc.
• Prepare releases of escrow accounts.
• Order flood certifications, credit reports, and UCC lien searches.
• Gather proper identification for borrowers and set up CIF as required.
• Review monthly CIP reports and make CIF corrections as required.
• Adhere to supervisory responsibilities, including interviewing, hiring, training, performance appraisals, and addressing employee relation matters.
• Maintain a neat and orderly work area; secure all negotiables and confidential records daily.
• Understand role in case of disaster or robbery and know proper post-robbery procedures.
• Maintain a professional appearance that evokes client trust.
• Adhere to all bank policies, procedures, internal controls, and system access restrictions.

Skills

• Expertise in lending practices and loan products.
• Adherence to Potomac Bank’s Core Values: Integrity, Teamwork, Growth, Client Commitment, Community Focus.
• Excellent communication and financial analysis skills.
• Ability to attain aggressive sales and service goals.
• Self-development: pursue additional education or training to remain current and improve knowledge.
• Strict adherence to customer confidentiality.
• Versatility: ability to multi-task under pressure in a fast-paced environment.
• Strong leadership and organizational skills with the ability to oversee multiple priorities.
• Ability to develop, implement, and improve processes for operational efficiency and accuracy.
• Ability to lead, coach, and develop team members in a collaborative environment.
• Ability to build and maintain productive relationships with stakeholders and communicate complex information clearly.
• Sound judgment, proactive problem-solving, and informed decision-making in a fast-paced environment.

Qualifications

• 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 of portfolio administration practices, business operations, and risk management principles.
• Knowledge of regulatory requirements, internal policies, and industry best practices applicable to portfolio management.
• Skill in analyzing data, identifying trends, and preparing reports for management decision-making.

Physical Demands

• Regularly required to stand, use hands to handle or feel, reach with hands and arms, and talk or hear.
• 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.