SBA Loan Administration Specialist

Overview

The SBA Loan Administration Specialist serves as the primary coordinator for SBA loans after approval through funding, including SBA ETRAN submission, post-closing cleanup, and portfolio administration. The position provides centralized coordination of approved transactions, maintains closing and SBA submission checklists, coordinates activities with borrowers and third parties, facilitates issue resolution, and helps ensure approved transactions progress efficiently through closing, funding, SBA authorization, and ongoing portfolio administration handoff.

The position contributes to the SBA sales and operations organization by improving pipeline visibility, reducing delays, enhancing the borrower experience, and increasing funded-loan conversion rates while maintaining appropriate separation from credit decision-making and independent control functions. .

What You'll Do:

Approved-to-Funded Pipeline Management

• Coordinate approved transactions immediately following approval.
• Maintain the approved to funded pipeline.
• Track transaction milestones and aging.
• Prepare and provide weekly closing status reports.
• Escalate delays and closing risks to the appropriate parties.

Closing Coordination

• Serve as primary coordinator for approved transactions.
• Manage borrower communications during closing.
• Coordinate activities with Windsor, counsel, Loan Operations, vendors, and internal teams.
• Schedule and manage closing timelines.
• Drive issue resolution.

Condition Management

• Review approval conditions.
• Track outstanding requirements.
• Coordinate collection of required documentation.
• Monitor satisfaction of funding requirements.
• Conduct readiness reviews.

Attorney & Vendor Management

• Coordinate title companies.
• Coordinate environmental vendors.
• Coordinate appraisers and insurance providers.
• Coordinate legal counsel.
• Monitor vendor deliverables.
• Escalate missed deadlines.

Funding Readiness

• Verify closing checklist completion.
• Confirm funding conditions have been satisfied.
• Coordinate disbursement documentation.
• Assist with boarding preparation.
• Support settlement coordination.

SBA ETRAN & Authorization Support

• Prepare and submit required SBA ETRAN entries and updates in coordination with SBA management and approved transaction terms.
• Confirm ETRAN data accuracy, including borrower, guarantor, loan structure, proceeds, use of funds, eligibility, and authorization-related fields.
• Coordinate resolution of ETRAN exceptions, validation issues, or pending information requests.
• Maintain documentation supporting SBA authorization, loan number issuance, and related submission activity.
• Track ETRAN submission status as part of approved-to-funded pipeline reporting.

Post-Closing Administration

• Manage trailing documents.
• Track post-closing exceptions.
• Coordinate correction of documentation deficiencies.
• Ensure appropriate handoff to servicing teams.

Portfolio Administration Support

• Support SBA portfolio administration activities after funding, including tracking key ticklers, post-closing items, reporting needs, and loan file completeness.
• Assist with portfolio monitoring reports, exception tracking, and documentation follow-up in coordination with SBA management and servicing partners.
• Maintain accurate records of funded loan status, SBA-related documentation, and administrative follow-up items.
• Coordinate borrower and internal stakeholder follow-up for missing or updated portfolio documentation.
• Assist SBA management with portfolio reporting, audit preparation, and data integrity reviews as needed.

Sales Team Support

• Provide closing forecasts.
• Support funded volume projections.
• Maintain closing dashboards.
• Communicate anticipated closing dates.
• Assist management with production forecasting.

Qualifications

• 2-4 years of commercial lending, SBA lending, closing, loan operations, processing, underwriting support, or related experience.
• Strong knowledge of commercial loan documentation, closing requirements, and funding procedures.
• Knowledge of SBA 7(a) lending requirements and applicable SBA Standard Operating Procedures.
• Knowledge of SBA ETRAN and authorization processes.
• Knowledge of post closing documentation and portfolio administration requirements.
• Strong project management and organizational skills.
• Ability to manage multiple loan transactions, priorities, and deadlines simultaneously.
• Ability to review loan documentation and identify incomplete information, discrepancies, and exceptions.
• Ability to accurately maintain transaction records, closing checklists, pipeline information, and portfolio documentation.
• Ability to coordinate effectively with borrowers, attorneys, third party vendors, servicing partners, and internal departments.
• Ability to monitor transaction milestones, outstanding requirements, and closing timelines and escalate issues to the appropriate parties.
• Excellent written and verbal communication skills.
• Ability to use nCino, Salesforce, SBA ETRAN, or similar lending and loan administration systems.

Education

• High School Diploma or GED equivalent; or an equivalent combination of education and relevant professional experience, may be considered.

Special Instructions to Candidates

Equal Opportunity

City National Bank of Florida is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, protected veteran status, or any status protected by federal, state, or Florida law. We comply with the ADA and applicable Florida laws.

Interview Guidelines

To ensure a fair and consistent interview process, applicants are not permitted to use AI-enabled devices during interviews, including AI glasses or similar wearable technology that can record, transmit, or generate real-time information. 

Applicants who require a reasonable accommodation to participate in the interview process should contact [email protected] in advance of the interview to submit an accommodation request. City National Bank of Florida will engage in the interactive process and provide reasonable accommodations in accordance with applicable law.