Legal Administration Assistant Jobs in Boca Raton, FL

Location: This position can be performed remotely in Florida or Georgia.

JOB SUMMARY:

The Senior Commercial Construction Administration Officer is responsible for administering Residential, Commercial, SBA 504 and 7A, Multifamily and/or Builders line construction loans including  complex syndicated or participated relationships, acting on behalf of the Bank as either Lead Arranger/Agent or Participant. This role ensures compliance with legal agreements, accurate financial administration,  strong internal controls, proactive risk identification and effective communication with builders, clients, bankers, syndicate/participation members, and adherence to regulatory and internal risk standards  from pre-closing thru  payoff or conversion to permanent financing.

This role directly supports Seacoast Commitment to prudent growth, relationship-based banking, consistent execution of policies, procedures and regulatory requirements.   Implicit to the role is being a collaborative team player with strong relationship management, customer service and communication skills.  Ability to work in a fast paced, deadline driven environment while delivering highest levels of customer service.

 Core Responsibilities

Construction Loan Administration (All Construction Loans)

Administer the construction draw process including initiation of inspections, monitoring notice to owners and progress payment affidavits, coordinating draw requests, and obtaining title policy updates when required.  Assure all documentation is in place for proper closeout of construction files through payoff or conversion to permanent loan. Monitor management reports and controls on an ongoing basis and timely report any discrepancies to department management and Banker. Assist in establishing and revising department procedures as necessary.

 Administer construction loan disbursements in accordance with credit approvals, loan agreements, participation/syndication documents, construction contracts and Seacoast Bank Policies 

• Review and approve construction draw requests, including inspection reports, lien waivers, budgets, and supporting documentation. 
• Monitor construction progress, budgets, retainage, and contingency utilization And remaining funds to compete. 
• Ensure compliance with loan covenants, reporting requirements, and syndication/participation agreements. 
• Coordinate with Relationship Managers, Credit, Legal, Inspection Vendors, and External Counsel as needed. 
• Identify, escalate, and resolve exceptions, borrower non-compliance, cost overruns, and delays. 
• Maintain accurate loan records, participant balances, and construction administration files. 
• Support audits, internal reviews, and regulatory examinations. 
• Communicate with commercial or residential lenders, CBCs, builders, inspectors, borrowers and others in order to resolve disputes and problems.
• Assist in maintaining department procedures, production and maintenance of appropriate reports, audit and compliance follow-up.
• Responsible for understanding and maintaining knowledge of Loan Policy and ensure procedures for exceptions to lending policy are appropriately documented and request changes to policy or procedures to ensure conformity when applicable.
• Adhere to the highest legal and ethical standards applicable to our industry, while observing both the spirit and letter of all government regulations and laws, and bank policies and procedures.
• Ensure adherence to AML/BSA requirements, operational procedures, credit policy, loan policy, audit procedures, risk/control expectations, dual control, data security, Business Continuity, and all other regulated banking requirements.
• Demonstrate Seacoast’s Core Values through ethical conduct, accountability, collaboration, and consistent service excellence

 Responsibilities When Bank is Lead / Agent 

• Serve as the primary construction loan administrator representing Seacoast Bank to syndicate and participation partners. 
• Establish and maintain participation records, participant shares, funding accounts, and billing schedules. 
• Review, approve, and process construction draws; allocate and disburse funds to the borrower
• Prepare and distribute draw notices, funding requests, and advance allocations to participant banks. 
• Ensure timely billing and collection of participant funding, fees, and reimbursements. 
• Monitor and enforce construction and loan agreement terms, including budgets, milestones, and covenants. 
• Communicate construction progress, issues, exceptions, and material changes to all participants. 
• Coordinate amendments, waivers, extensions, and consent requests with participants and Legal. 
• Administer interest, fees, reserves, escrows, and retainage accounts. 
• Handle default administration, including participant communication, voting thresholds, and remedial actions. 

Responsibilities When Bank is Participant 

• Review participation agreements, loan documents, and construction administration procedures, Frameworks established by the Lead Bank
• Fund advances accurately and timely based on lead bank notices and participation percentages. 
• Reconcile participant balances, interest, fees, and principal activity. 
• Monitor lead bank construction administration, draw approvals, and compliance with loan terms. 
• Review construction reports, inspections, and material updates provided by the lead bank. 
• Identify concerns, deficiencies, or covenant issues and escalate in accordance with internal policy. 
• Review and respond to consent , amendments,  , waivers Requests in coordination with Credit and Legal.
• Ensure accurate internal reporting and ongoing risk monitoring of Seacoast exposure. 

Qualifications & Experience:

• Bachelor’s degree in Business, Finance, Accounting, or related field, or equivalent experience. 
• Five or more years of experience in construction loan administration, syndicated lending, or commercial loan operations. 
• Strong understanding of real estate documentation, construction loan agreements, AIA documents, syndicated loan structures, participation agreements, and agent bank responsibilities. 
• Working knowledge of construction lending, disbursement controls, lien law, and inspection processes and risk mitigation best practices
• Experience coordinating with multiple financial institutions, internal and external stakeholders. 

Skills & Competencies 

• Strong analytical, organizational, and problem-solving skills with attention to detail and documentation accuracy.
• Excellent written and verbal communication skills (internal partners, borrowers, and bank-to-bank interactions)
• Ability to manage complex loan structures, competing priorities, and time-sensitive funding requirements  
• Sound risk judgment with the ability to identify issues early and escalate appropriately  
• Proficiency in loan servicing and construction administration systems, document management platforms, and Microsoft Excel. IBS Core and Built System experience and Co-polit and AI technology a plus
• PC Proficiency in Desktop and/or Laptop devices, with Construction Administration and loan servicing systems, as well as Microsoft Office Suite Software. Ability to transfer skills to other software programs. and Personal computer proficiency with Excel and Word with adaptability to transfer skills to other software programs.  Must have ability to conceptualize and construct spreadsheets using Excel, and ability to troubleshoot and correct errors in formulas or calculations.

The Statements above are intended to describe the general nature and level of work being performed by people assigned to this position.  They are not intended to be an exhaustive list of responsibilities, duties, and skills.  Because these statements are general, the job description is used for a variety of purposes including job evaluations; performance reviews; recruitment; etc. All Associates are required to adhere to the highest legal and ethical standards applicable to our industry.  It is the policy of Seacoast Bank that all Associates will be familiar and compliant with all regulatory, legal, ethical and Bank risk mitigation requirements pertaining to both our industry and their individual roles.  This includes the on time, successful completion of annual required training post-hire and effective execution of role responsibilities. 

#LI-PF1