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Loan Documentation Officer

Loan Documentation Officer

GBC International BankLos Angeles, CA, US
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Job Description

Job Description

Job Summary

The Loan Documentation Officer is responsible for providing administrative and technical support in the preparation, processing, and filing of commercial loan documents. Working under the direction of senior staff, this role helps ensure documentation accuracy, compliance with internal procedures, and timely loan funding.

Essential Job Functions

Loan Documentation Support

  • Assist in retrieving approved Credit Approval Memoranda (CAMs) and verifying receipt of required supporting documents.
  • Help collect key items from Lending Teams (e.g., CIPs, title reports, flood certs, insurance, etc.).
  • Conduct basic business entity lookups using Secretary of State websites.
  • Set up loan folders in the shared drive (WIP Loans directory) and maintain organization of files.
  • Input loan data into Laser Pro to help generate draft documentation packages.
  • Prepare first drafts of simple Lender’s Instructions based on CAM details and title / escrow instructions.
  • Route documents to senior staff or supervisors for review and finalization.
  • Release finalized loan packages to Account Officers or Escrow with appropriate guidance.

Post-Signing & Funding Coordination Assistance

  • Review returned signed documents for missing signatures or required notary stamps.
  • Support the team in checking that closing conditions (e.g., insurance and escrow documentation) are complete.
  • Assist in organizing post-approval files in DocuShare (DS).
  • Conduct OFAC checks and support UCC search or filing processes.
  • Prepare boarding and funding checklists and help submit packages for Credit Admin approval.
  • Coordinate with Loan Servicing to ensure wires and funding instructions match.

    • Post-Closing & Tickler Tracking

  • Help retrieve and monitor monthly tickler reports.
  • Follow up on missing ALTA policies, recorded documents, and other post-closing items.
  • File UCC continuations with guidance from senior staff.

    • Filing, Recordkeeping & Administrative Support

  • Help maintain the Loan Documentation Log.
  • Distribute incoming mail and organize signed originals.
  • File promissory notes and other documents in physical vaults or designated cabinets.
  • Support audit prep by assembling requested loan files and documentation.
  • Assist with general administrative tasks and provide backup to team members as needed.

    • Qualifications / Requirements

  • 2–4 years of experience in commercial loan documentation or financial services operations.
  • Proficiency in loan systems such as Laser Pro, LoanVantage, and DocuShare.
  • Strong understanding of lending compliance, UCC filings, escrow / title coordination, and post-closing processes.
  • Excellent attention to detail, organization, and time management skills.

    • Effective verbal and written communication abilities.

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