Commercial Loan Operations & Document Management Specialist

Commercial Loan Operations & Document Management Specialist

Company Overview: X-Caliber is a nationally recognized commercial real estate company that provides direct mortgage lending, servicing, advisory, and investment opportunities. Our diverse and growing entities and affiliates support and leverage our expansive and innovative lending platforms. Our business is built on decades of success and a strong foundation with highly experienced and proven experts. We are dedicated to providing you and our nation’s communities with the most effective solutions available in the market to produce the greatest impact for all of our stakeholders.

Summary: The Commercial Loan Operations & Document Management Specialist is responsible for managing the flow, accuracy, and integrity of documentation throughout the commercial loan lifecycle. This role performs critical quality control reviews—including next-day audits of boarded loans—supports post-closing activities, coordinates with document custodians, and ensures compliance with internal policies and regulatory standards. The specialist also assists with escrow/tax monitoring and contributes to ongoing operational improvements.

Responsibilities will include, but are not limited to:

Commercial Loan Operations Support:

• Conduct next-day audits of boarded commercial loans to verify loan system accuracy, document completeness, and proper classification of collateral and legal entities.
• Identify, document, and escalate onboarding discrepancies for timely resolution.
• Track and follow up on trailing documents such as recorded mortgages, UCC filings, releases, and title endorsements.
• Assist with escrow/tax analysis as needed, including verification of reserves for property taxes, insurance, and other escrowed items.
• Support debtor monitoring and lien perfection processes across asset types including real estate, equipment, and receivables.
• Prepare documentation and checklists for servicing transfers, collateral reviews, and investor or regulator file submissions.
• Generate reports to track document exceptions, onboarding audit outcomes, and post-closing status.

Document Management:

• Maintain accurate logs of physical and digital commercial loan documents throughout their lifecycle.
• Ensure timely indexing, filing, and archiving of documents for internal access and audit readiness.
• Reconcile document inventories and investigate any missing or incomplete files.
• Ensure secure handling and storage in compliance with regulatory and internal retention policies.

Custodian Coordination:

• Serve as point of contact with third-party document custodians for retrieval, release, and delivery of physical loan files.
• Process and track document release requests, maintaining strict chain-of-custody documentation.
• Ensure all physical document transfers adhere to security, authorization, and timing standards.

Compliance & Quality Assurance:

• Participate in internal and external audits or examinations related to commercial loan files and operational procedures.
• Support continuous improvement efforts by recommending and documenting process enhancements.
• Monitor for and report potential compliance risks or document control breaches

Collaboration & Communication:

• Work closely with transaction managers, legal, servicing, and relationship management teams to resolve documentation and onboarding issues.
• Respond promptly and professionally to inquiries regarding loan documentation, custodial coordination, or audit findings.
• Actively participate in department meetings and workflow reviews to promote operational efficiency.

Requirements:

• Education: Associate’s or Bachelor’s degree preferred, or equivalent experience in commercial loan operations, servicing, or documentation. Paralegal experience preferred but not required.
• Experience: 3+ years in commercial loan operations or documentation roles.
• Technical Skills: Familiarity with commercial loan systems (e.g., FIS, McCracken, Precision Lender, or equivalent), and Excel.
• Knowledge: Strong understanding of commercial lending documentation, collateral types, escrow requirements, and post-closing workflows.
• Skills: Highly organized with sharp attention to detail and the ability to manage multiple high-volume tasks. Strong communication and analytical skills required.

Work Environment:

• Standard office or hybrid work setting based in our Irvington, NY office.
• Occasional travel to Timonium, MD office may be required.

Salary Expectations: Salary range: $70,000 - $85,000; discretionary annual bonus; medical, dental, vision, 401K and other company benefits including unlimited PTO.

How to Apply: Please submit an email stating your interest in this position along with your resume to careers@x-calibercap.com.