Job Summary
The Special Assets Coordinator provides operational and administrative support to the Special Assets team in managing delinquent loans, foreclosure activities, and REO assets. This role is responsible for executing standardized processes with a high degree of accuracy, maintaining complete and organized loan records, coordinating vendors, and ensuring timely completion of administrative tasks. Success in this role requires exceptional attention to detail, the ability to follow documented procedures, strong organizational skills, and consistently verifies the quality of their work before submission. Some exposure to mortgage servicing or title claims is preferred but not required.
Key Responsibilities
- Loan Administration
- Create and maintain Special Assets loan and property records within Microsoft Dynamics 365 or other designated systems
- Prepare foreclosure referral packages using established procedures, templates, and checklists
- Generate payoff statements, demand letters, and routine correspondence using approved templates
- Maintain complete and accurate electronic loan files in SharePoint and other document repositories
- Update loan milestones, servicing notes, and workflow statuses in a timely manner
- Review loan files for completeness and identify missing documentation before escalating issues
- Vendor & REO Coordination
- Order routine property inspections, occupancy inspections, broker price opinions, and re-underwriting requests
- Coordinate lock changes, utility transfers, property preservation, and other REO vendor services
- Track vendor requests to completion and follow up on outstanding items
- Communicate professionally with attorneys, vendors, utility companies, and internal departments
- Accounts Payable Support
- Review invoices for completeness and supporting documentation prior to submission
- Enter invoices, utility bills, taxes, and property-related expenses into the appropriate systems
- Obtain missing documentation, including W-9s when required
- Route discrepancies to Accounting or management for review
- Administrative Support
- Monitor and organize the Special Assets shared inbox
- Save incoming correspondence and documents to the appropriate loan files
- Maintain department tracking logs and reports
- Assist with special projects and process improvement initiatives
- Perform other administrative duties as assigned
Requirements
Required
- Minimum one year of experience in administrative support, financial services, loan servicing, banking operations, mortgage operations, legal support, title, insurance, or a similarly process-driven environment
- Exceptional attention to detail and organizational skills
- Demonstrated ability to accurately follow written procedures and standardized processes
- Strong written and verbal English communication skills
- Comfortable communicating professionally with vendors and service providers
- Proficiency with Microsoft Excel, Outlook, Word, Teams, and other Microsoft Office applications
- Ability to prioritize multiple assignments while maintaining accuracy
- Ability to work independently in a remote environment after training
Preferred
- Exposure to U.S. mortgage servicing, foreclosure, or REO operations
- Experience using Microsoft Dynamics 365, Salesforce, or similar CRM systems
- Prior BPO or shared services experience supporting U.S.-based financial services clients
- Experience coordinating with utility companies, attorneys, or external vendors
Benefits
- Free lunch meal, fruits, snacks, and drinks (if you are in an onsite shift)
- Onsite gym with a free professional instructor
- Weekly fitness activity and an annual fitness challenge where you can win up to 70,000 PHP
- Weekly engagement activities with prizes that are up to 3,000 PHP
- Free upskilling academy to improve your performance and skillset
- State-of-the-art facilities from toilets to your workstation
- Amenities such as sleeping quarters, game area, chat room, shower room
