DOCUMENTATION ASSISTANT

Job Summary

This position is responsible for preparation of loan documents based on approved transaction media, monitoring and tracking of document deficiencies, registration/encumbrance of collateral, insurance management, and safekeeping of credit folders, and ensuring that necessary controls are set and being observed and operational risks are properly identified, reported and monitored in accordance with the regulatory and Bank policies.

Specific Duties & Responsibilities

Documentation & Review of Documents

• Prepares loan documents based on approved transaction media; Coordinates with Consumer Legal Services Dept on special documentation and other legal related matters.
• Coordinates with internal and external service providers for the quotation of fees and other matters required in processing loan booking.

• Conducts initial review of loan documents submitted by    borrowers as well as those prepared by the Bank to check        completeness and acceptability based on approved package or        acceptance criteria for Metrohome and Metrocar  accounts.

• Coordinates with CLG AOs/ACs/Endorsing Branch for other documentation deficiencies that should be complied prior to REM registration and issuance of Authority to Deliver

• Verifies all subsequent legal and collateral documents being submitted by the Account Officer / Branch against required documents per latest approval / terms for completeness. Updates documentation checklist and takes note of all subsequently submitted documents.

Registration of Real Estate/Chattel Mortgage and Remittance of Payment to Service Provider

• Receives original collateral documents (TCT/OR/CR) from developers and dealers
• Checks and matches collateral details vs. approval. Request TIV for new title received from developers
• Prepares necessary documents, ensure completeness and accuracy and forward documents to service provider for mortgage registration and LTO encumbrance.  Monitors return of registered documents.
• Receives billing statement from service provider.  Process remittance of payment (reversal of APs) and request preparation of checks for BIR and RD

Collateral Management

• Prepares Security-in-Receipts/Security-out-Receipt to cover request for safekeeping/release of original collateral documents of booked consumer loan accounts.
• Attends to requests for temporary release of collateral documents via RTB (cancellation of encumbrance, take out of other bank)
• Accesses the ILS and downloads list of fully paid Consumer loan accounts
• Prepares and routes clearances to concerned units to ensure that no collateral document shall be released unless all loan obligations have been fully settled.
• Prepares Cancellation of REM/CHM and facilitates notarization. 
• Coordinates with clients regarding the schedule of release of the original collateral documents
• Handles requests for re-issuance of Cancellation of  Mortgage

Dispatch of client’s copies of loan docs / Monitoring of annual submission of updated documents and Movement Credit files/folders

• Prepares transmittal letters and reproduce copies of documents and mail to clients
• Prepares and send reminder letters to existing accounts regarding submission and updating of yearly ITR/AFS, real estate tax receipts, business papers, etc.
• Monitors compliance of all documentation deficiencies of CLG AOs.
• Handles request to borrow credit folders, maintain database and ensure that credit files/folders are all accounted for.
• Handles various requests for certification
• Transmits/forwards credit files/folders of all fully paid Metrohome/Metrocar accounts to RMD for storage/destruction

Insurance Management

• Ensures that all collaterals are covered with insurance coverage.
• Coordinates with third party service provider in tracking and monitoring coverage of insurance.
• Sends notification / reminder letters to customers to follow up submission of insurance policies and other correspondences pertaining to insurance.
• Coordinates with customers or insurance provider for the payment of insurance premium.
• Manages payments intended for insurance that are lodged under A/P and IRC 800.
• Regularly reports performance quality to management / concerned units.

Performs other related functions that may be assigned from time to time.