ADMINISTRATIVE ASSISTANT - LOAN ADMINISTRATION - ONSITE - MIRAMAR, FL

ADMINISTRATIVE ASSISTANT - LOAN ADMINISTRATION - ONSITE - MIRAMAR, FL

Seeking candidates with finance, banking or lending experience.

First State Bank of the Florida Keys is a customer-focused bank with a long history of serving, reaching out, and connecting with the community. Founded in 1955 with a single branch in Key West, the Bank has grown and changed, as has the surrounding community, but our core values remain the same. First State Bank of the Florida Keys recognizes that what sets us apart are our people.

Here's why you should join First State Bank:

• Competitive Salary and Hourly Pay Rates
• Medical, Dental, Vision, Life, Long-Term Disability plans available
• 401K Retirement Program with employer matching
• Paid Time Off plus Federal Bank Holidays
• Profit Sharing Program
• Tuition Reimbursement

Position Summary:

The Administrative Assistant for Loan Administration provides high-level administrative and operational support to the Loan Administration leadership team. This role is critical to the efficient, accurate, and compliant functioning of loan operations and requires a high degree of professionalism, discretion, organization, and attention to detail. The Administrative Assistant serves as a key liaison between Loan Administration, lending teams, internal departments, auditors, and external partners.

Key Responsibilities

Administrative & Executive Support

• Provide comprehensive administrative support to Loan Administration leadership, including calendar management, meeting coordination, travel arrangements, and expense reporting.
• Prepare, proofread, and format correspondence, reports, presentations, and internal communications.
• Manage priorities, deadlines, and follow-ups on behalf of leadership to ensure timely completion of tasks and projects.

Loan Administration Support

• Assist with tracking loan files, documentation status, ticklers, covenants, and post-closing requirements.
• Coordinate with loan officers, credit administration, and operations staff to obtain required documentation and information.
• Support loan audits, internal reviews, and examinations by organizing files, responding to requests, and maintaining audit-ready documentation.
• Maintain and update loan-related reports, logs, and spreadsheets as assigned.

Compliance & Confidentiality

• Handle highly confidential customer, employee, and bank information with discretion and professionalism.
• Ensure compliance with bank policies, procedures, and regulatory requirements related to loan documentation and record retention.
• Assist with maintaining departmental procedures and process documentation.

Communication & Coordination

• Serve as a point of contact for internal and external inquiries directed to Loan Administration leadership.
• Coordinate meetings, prepare agendas, take minutes, and track action items.
• Foster positive working relationships across departments, including Lending, Credit, Operations, Compliance, and IT.

Process Improvement & Special Projects

• Assist with special projects, system conversions, process improvements, and reporting initiatives.
• Identify opportunities to improve administrative and workflow efficiencies within Loan Administration.

Qualifications

Education & Experience

• Associate's degree or equivalent work experience required; Bachelor's degree preferred.
• Minimum of 3–5 years of administrative experience, preferably within banking, financial services, or loan operations.

Skills & Competencies

• Strong knowledge of administrative practices and office management.
• Familiarity with loan documentation, loan servicing, or banking operations strongly preferred.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• High level of accuracy and attention to detail.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with core banking or loan systems a plus.
• Ability to work independently, exercise sound judgment, and maintain professionalism under pressure.

Work Environment & Expectations

• Office-based position with standard business hours; occasional overtime may be required to meet deadlines or support audits/exams.
• Requires sitting for extended periods and frequent use of computers and office equipment.

Essential Job Functions:

Essential job functions include the person in this position must be able to remain in a seated position 90 percent of the time. The person in this position needs to sometimes move about inside the office to access file cabinets, office machinery, etc. The person in this position constantly operates a telephone, computer, printer, copier and fax machine.

First State Bank of the Florida Keys is an equal opportunity employer which provides equal employment opportunities to all qualified individuals without regard to race, color, religion, gender, age, national origin, citizenship, disability, sexual orientation, marital status or any other basis protected by federal, state or local laws.

EOE M/F/V/D