Job Description

The Real Estate Processor III assumes primary responsibility for mortgage loan files and all related documentation from receipt through closing. The role serves as the borrower's primary point of contact during the processing phase, coordinates with third-party vendors, sales staff, underwriters, and closers, and ensures that every file is complete, accurate, and compliant prior to underwriting and closing. The Processor Real Estate Processor III uses TML-approved automation and analytics tools to support document review, data verification, and pipeline management while applying human-in-the-loop judgment to every member-impacting output, with the goal of closing loans on time and delivering a borrower experience that exceeds expectations.

Key Responsibilities

Loan File Management & Processing

• Assume primary responsibility for the mortgage loan file and all documentation from receipt through closing.
• Manage each file through Encompass milestones to meet the scheduled closing date.
• Review submission packages for completeness and accuracy prior to underwriter review.
• Request payoffs, verifications of employment and assets, and lien releases as needed.
• Maintain a pipeline management system to track file status, follow-ups, and required documentation.
• Learn and demonstrate fluency with Encompass screens, fields, and workflow conventions.

Third-Party Coordination & Document Review

• Identify third-party documentation needs for each file and place orders with approved vendors.
• Follow up with third-party vendors to obtain documentation required to close loans timely.
• Review and make determinations on third-party documents, including credit reports, CAD records, USPS verifications, flood certifications, AVM/appraisal, title, survey, and tax transcripts.
• Verify information received from the borrower against third-party documentation and source records.

Borrower & Stakeholder Communication

• Establish and maintain a relationship with the borrower and serve as primary point of contact during the loan process.
• Provide consistent, proactive communication with borrowers, external partners, loan officers, underwriters, closers, post closers and third-party vendors.
• Respond to inquiries within four (4) hours during business hours.
• Notify all parties promptly when issues are identified and expedite a remedy to keep the loan on track to close on time.
• Document all communications and material file events within the loan file.

Sales & Operations Partnership

• Establish strong working relationships with Sales and Operations staff to support smooth file flow.
• Participate in pipeline reviews and pre-close meetings.
• Provide feedback on process gaps, vendor issues, and recurring conditions to leadership.

Compliance, Quality & Documentation

• Ensure each loan file is documented and stacked sufficient to support underwriting, audit, investor delivery, and examination.
• Apply Conventional (Fannie Mae, Freddie Mac), Government (FHA, VA), and Texas Home Equity lending requirements accurately to each file.
• Identify and escalate potential compliance, fairness, or member-harm concerns immediately to the Manager VP of Mortgage Operations and Compliance.
• Perform additional duties as assigned.

Qualifications

Education

• High school diploma or equivalent required.
• Accredited bachelor's degree or some college coursework in Business Administration, Finance, Real Estate, or a related field preferred.

Experience

• Minimum five (5) years of real estate lending experience.
• Demonstrated working knowledge of Conventional (Fannie Mae, Freddie Mac), Government (FHA, VA), and Texas Home Equity lending — or an equivalent combination of experience and training that provides the required knowledge, skills, and abilities.
• Prior experience processing within Encompass strongly preferred.
• Prior credit union or community bank mortgage experience preferred.
• Bilingual English / Spanish highly desired.

Licenses, Registrations, and Certifications

• None required at the role level. Any NMLS or state-specific registration required by TML policy or applicable law must be obtained and maintained as a condition of continued employment.

Knowledge & Skills

• Working knowledge of Conventional, FHA, VA, and Texas Home Equity (Texas Constitution Article XVI, Section 50(a)(6)) requirements.
• Working knowledge of TRID/RESPA, ECOA/Regulation B, HMDA, Fair Housing, Flood Disaster Protection Act, and SAFE Act requirements as they apply to processing.
• Strong proficiency reviewing third-party documentation, including credit reports, appraisals/AVMs, title commitments, surveys, flood certifications, and tax transcripts.
• Proficiency with Microsoft Office (Excel, Outlook, Word, Teams) and the ability to operate TML's loan origination and document management systems (Encompass).
• Strong written and verbal communication, including the ability to explain processing status and documentation requirements clearly to borrowers and partners.
• Strong attention to detail, documentation discipline, and the ability to manage a high-volume pipeline with competing deadlines.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.

Core Competencies

Competency

Proficiency Level

Why This Matters in This Role

Member Centricity

Advanced

The Processor is the borrower's primary point of contact during a high-stakes transaction; tone, responsiveness, and accuracy directly affect TML's reputation.

Operational Discipline

Advanced

Every file must move through Encompass milestones cleanly and remain audit- and investor-ready; documentation gaps create direct compliance and salability exposure.

Compliance Orientation

Advanced

TRID, RESPA, ECOA, HMDA, Texas Home Equity, and investor guidelines are applied in daily work; mistakes have direct member, legal, and investor-delivery impact.

Risk Awareness

Advanced

The role must recognize fraud indicators, fair-lending concerns, and document discrepancies and escalate them in real time.

Communication

Advanced

The role communicates daily with borrowers, sales staff, underwriters, closers, and third-party vendors across multiple channels and must document each material exchange.

AI & Technology Expectations

Approved AI Tools

The role is approved to use the following AI tools (subject to the Generative AI Usage Policy and any tool-specific guidance issued by the AI Council):

• TML-approved internal AI assistants (e.g., Sam) for general productivity and approved knowledge tasks.
• Microsoft Copilot for office productivity (drafting, summarization, spreadsheet support).
• TML-approved AI-augmented document extraction and verification tools deployed within or integrated with Encompass.
• TML-approved pipeline analytics tools used in conjunction with the loan origination system.

Use of AI tools outside this list requires prior approval from the role's department leader and the AI Council, per the Generative AI Usage Policy §4.

Prohibited AI Use

In addition to the prohibited uses defined in the Generative AI Usage Policy §3.6, the following are specifically prohibited in this role:

• Using AI output as the sole basis for any adverse member action, including a decision to deny, suspend, or condition a loan.
• Entering member NPI (full account numbers, Social Security numbers, full tax returns, full credit reports) into any AI tool not explicitly approved for that data classification.
• Using consumer or non-approved AI tools to draft borrower-facing disclosures, adverse action notices, or any document subject to regulatory delivery requirements; these documents must be generated from approved systems and reviewed per existing procedure.
• Using AI to make or recommend final underwriting determinations; underwriting decisions remain with the assigned Underwriter.

Compliance & Regulatory Responsibilities

Enterprise Compliance Obligations

The Real Estate Processor III is responsible for all enterprise compliance obligations applicable to a TML team member, including BSA/AML, OFAC, USA PATRIOT Act/CIP/CDD, GLBA and the Safeguards Rule, Fair Lending laws (ECOA/Reg B, Fair Housing Act), UDAAP, Information Security and Acceptable Use, the Texas Responsible Artificial Intelligence Governance Act (TRAIGA) and the TML Code of Conduct.

Role-Specific Compliance Obligations

• TILA-RESPA Integrated Disclosure (TRID) and RESPA requirements as applied at TML.
• Equal Credit Opportunity Act (ECOA) / Regulation B, including adverse action and notice timing.
• Home Mortgage Disclosure Act (HMDA) data integrity expectations as applied within processing.
• Fair Housing Act and TML Fair Lending Policy.
• Flood Disaster Protection Act and TML flood determination requirements.
• SAFE Act and TML registration policy for any role activity that requires NMLS registration.
• Texas Constitution Article XVI, Section 50(a)(6) (Texas Home Equity) and related Texas Finance Code provisions.
• Agency and investor guidelines applicable to Fannie Mae, Freddie Mac, FHA, and VA loans processed by TML.
• TML Mortgage Lending Policy and Real Estate Processing Procedures.

Working Conditions & Physical Requirements

This role is performed on-site at the TML Corporate Office in a standard office environment with no hazardous or significantly unpleasant conditions. Essential physical activities include the ability to remain stationary at a workstation for extended periods; use fingers and hands for typing, handling documents, and operating standard office equipment; perform repetitive wrist, hand, and finger motions; communicate clearly by phone, email, and in person with borrowers, vendors, and internal partners; hear normal conversations; and visually review printed and electronic documents for accuracy. The role occasionally requires standing, walking, reaching, stooping, kneeling, crouching, or crawling, and the ability to lift and move up to 10 pounds. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this role, consistent with the Americans with Disabilities Act and TML policy.

Acknowledgement & Disclaimer

This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required, and TML reserves the right to modify, add to, or remove duties at any time as business needs require.

Employment with TML is at-will. This job description does not constitute an employment contract.