Lending Assistant Supervisor

Job DetailsJob Location: Elgin Corporate Headquarters - Tulsa, OK 74120Position Type: Full TimeJob Shift: DayJob Category: BankingVast Bank is looking to hire an Lending Assistant Supervisor!  About Vast Bank Since February of 1982, we've been a financial institution that has served customers in Northeast Oklahoma and beyond. Our deep roots in the community and commitment to personal service have enabled us to grow alongside our customers, creating conveniences and solutions to fit unique problems and lifestyles. For over 40 years, we've built a legacy on personal service, flexibility, strength, and integrity. Now, with bold leadership and a renewed commitment to customer-centricity, we're aiming higher for the next 40 years. New ideas, strong partnerships, and modern technology will accompany a winning culture to deliver more control and a surprisingly easy banking experience. We're a company that believes in taking care of the people who make working here possible. In addition to competitive compensation, we offer a leading employee benefit package: Comprehensive benefits package & 401(k) match Professional development- opportunities for advancement!  Tuition assistance Transit reimbursement Paid time off & more! QualificationsSummary Of Role The Lending Assistant Supervisor oversees the Commercial Lending Assistant team and is responsible for supporting consistent, accurate, and efficient loan administration processes across the group. This role provides day-to-day guidance, coaching, training, and development for Lending Assistants while also supporting Commercial Lending Officers with the administrative, operational, and documentation needs of business loans. The position helps ensure loan packages, due diligence items, closing support, customer communications, portfolio monitoring, and post-closing follow-up are completed timely and in accordance with internal procedures, regulatory expectations, and service standards. The Lending Assistant Supervisor serves as a key liaison between Commercial Lending, Credit, Document Preparation, Loan Operations, Post-Close Review, Collateral Management, and Exception Monitoring. This role supports process improvement, implements consistent procedures and training materials, identifies workflow gaps, and helps reinforce accountability, accuracy, confidentiality, and strong customer service across the team. The ideal candidate has strong commercial lending knowledge, proven leadership capabilities, excellent communication skills, and the ability to develop team members while balancing daily production needs and department priorities. Major Duties and Responsibilities Supervise, coach, train, and develop the Commercial Lending Assistant team to ensure consistent performance, professional growth, and effective support of Commercial Lending Officers and customers. Provide day-to-day guidance to Lending Assistants by assisting with questions, prioritization, workload management, issue resolution, and escalation of complex matters. Support the development, implementation, and maintenance of consistent procedures, checklists, templates, and training materials for the Commercial Lending Assistant function. Identify process gaps, workflow inconsistencies, recurring issues, and training needs; recommend and support improvements that increase efficiency, accuracy, accountability, and service quality. Assist management with onboarding, training plans, progress check-ins, and continued development of new and existing Lending Assistants. Monitor team adherence to department procedures, documentation standards, confidentiality expectations, and internal controls. Serve as a resource and subject matter expert for commercial loan workflow, including due diligence, approval routing, loan documentation, closing support, booking coordination, post-closing follow-up, and exception tracking. Assist lenders with collecting borrower, entity, collateral, financial, and supporting information from applicants and customers. Order and track due diligence items such as UCC and lien searches, title work, appraisals, evaluations, flood determinations, credit reports, and other required third-party documentation. Coordinate with lending, credit, document preparation, loan operations, post-close review, collateral management, and exception monitoring teams to support timely processing, closing, delivery, and follow-up of required documentation. Support loan closings by preparing, organizing, reviewing, and distributing loan and closing packages to help ensure completeness, accuracy, and timely execution. Process or oversee loan-related transactions, including invoices, fees, advances, payments, wire transfers, and related follow-up actions. Monitor or assist with monitoring loan maturities, renewals, exceptions, NSFs, and past due reports to provide lenders and management with clear portfolio visibility and timely follow-up. Maintain or oversee maintenance of loan files and records, mail processing, meeting scheduling, customer follow-up, checklist updates, and administrative support for active and prospective relationships. Serve as a professional point of contact for applicants and customers by handling document requests, payment questions, routine inquiries, and ongoing communication with confidentiality and strong customer service. Promote collaboration, communication, and consistent handoffs between Lending Assistants, lenders, and internal support departments. Assist with Paycom or other administrative supervisor responsibilities as assigned, including review of timecards, time-off requests, scheduling, and attendance-related matters. Must comply with applicable laws and regulations, including but not limited to, the Bank Secrecy Act, the Patriot Act, and the Office of Foreign Assets Control. Knowledge & Skills Experience Minimum of 7+ years of commercial lending assistant, loan administration, loan operations, or related banking experience, with demonstrated knowledge of commercial loan workflow, documentation, due diligence, closing support, portfolio monitoring, and exception follow-up. Prior leadership, team lead, training, coaching, or supervisory experience is preferred. Education/Certifications/Licenses High School Degree or GED required. Bachelor’s degree in finance, accounting, business administration, or a related field preferred. Role Important Behavioral Skills Ability to supervise, coach, train, and develop team members in a professional and supportive manner. Ability to promote consistency, accountability, and collaboration across the Commercial Lending Assistant team. Strong understanding of commercial lending processes, loan documentation, due diligence requirements, workflow handoffs, and post-closing follow-up. Ability to work effectively in a team environment while collaborating with loan officers, credit, document preparation, loan operations, post-close review, collateral management, exception monitoring, and other internal partners. Maintain a high level of professionalism, discretion, and confidentiality in all customer, employee, and internal communications. Strong time management and prioritization skills with the ability to meet deadlines and manage competing priorities. Effective oral and written communication skills. Strong problem-solving, analytical, and decision-making skills. Excellent customer service skills. Accuracy and strong attention to detail. Adaptability and ability to support change, process improvement, and new procedure implementation. Ability to identify workflow concerns, recurring errors, training needs, and opportunities for improvement. Ability to exercise sound judgment and escalate issues appropriately. Other Skills Proficiency in Microsoft Word, Excel, Outlook, and other systems or tools used to support loan administration, reporting, documentation, and workflow tracking. Knowledge of loan regulations and their application in the lending process. Strong understanding of internal controls, confidentiality requirements, customer information security, and regulatory compliance expectations. Ability to use shared resources, templates, checklists, reports, and department procedures to support consistency and team performance. Ability to communicate instructions clearly and reinforce procedures with team members. ADA Requirements Physical Requirements Is able to bend, sit, and stand in order to perform primarily sedentary work with limited physical exertion and occasional lifting of up to 25 lbs. Must be capable of climbing / descending stairs in an emergency situation. Must be able to operate routine office equipment including computer terminals and keyboards, telephones, copiers, facsimiles, and calculators. Must be able to routinely perform work on a computer for an average of 6-8 hours per day, when necessary. Must be able to work extended hours or travel off site whenever required or requested by management. Must be capable of regular, reliable, and timely attendance. Working Conditions Must be able to routinely perform work indoors in climate-controlled shared work area with minimal noise. Mental and/or Emotional Requirements Must be able to perform job functions independently or with limited supervision and work effectively either on own or as part of a team. Must be able to read and carry out various written instructions and follow oral instructions. Must be able to complete basic mathematical calculations, spell accurately, and understand computer basics. Must be able to speak clearly and deliver information in a logical and understandable sequence. Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization and demonstrate highest levels of customer service and discretion when dealing with the public. Must be able to perform responsibilities with composure under the stress of deadlines / requirements for extreme accuracy and quality and/or fast pace.  Must be able to effectively handle multiple, simultaneous, and changing priorities. Must be capable of exercising the highest level of discretion on both internal and external confidential matters. EEO Statement It is the policy of Vast Bank to afford equal opportunity in all phases of employment without regard to an individual’s race, color, creed, religion, gender, national origin, age, disability, marital status, ancestry, sexual orientation, unfavorable military discharge for qualified individuals with disabilities, and for qualified disabled veterans and veterans of the Vietnam era, to the extent required by applicable local, state and federal law.