Job Overview
The description of the role encompasses tasks across three staff members with the same role (One based in Sydney, one in Brisbane and one in Melbourne). Tasks are intended to be spread across both staff members to ensure sufficient coverage and cross training across the Operations team. Each Portfolio Administration Officer will learn the necessary skills for all tasks, however, will not necessarily complete all tasks listed at any one time.

- Assist Portfolio Managers (PM’s) across NSW, Queensland and Victoria to complete administration tasks relating to new and existing loans.

- Support Head of Lending (HOL), LOL and PM’s in the execution of their duties.

- Ensure loan accounting processes are accurately processed, presented, and reported according to management requirements and controls.

- Work cohesively within the Lending Operations team to ensure that all tasks are performed within Service Level Agreements.

- Ensure Compliance and Governance measures are adhered to effectively.

Responsibilities and Duties

- Processing of progress claims, invoices for fees etc. to loan accounts through ARMnet and Adaptive system.

- Set up and recording of current loan accounts, including accurate input of all data and securities.

- Closure and administration of discharged loans.

- Monitoring of recoverable GST payments

- Process payments received for settlements of properties and ad-hoc entries to master account into relevant loan accounts.





- Calculation of pay out figures for loans upon request.

- Processing and collation of monthly statements and invoices to borrowers.

- Maintenance of the Lending weekly report for the wider team, ensuring accurate data is input for weekly Lending Meeting.

- Prepare Proper Instructions for Trust Company when requested.

- Liaise with Finance department regarding reconciliation of Lending accounts

- Prepare Consultants instructions upon request from PM’s

- Liaise with Borrowers regarding updated insurance.

- Conduct Credit Searches, Green ID, and Insolvency searches for new loans.

- File set up and management of Sharepoint folders for auditing and compliance.

- Preparation of Variation Letters and other customer letters as required.

- Tracking and maintenance of Sharepoint lists to ensure all relevant information is received and saved appropriately.

- Input of data from PM’s (eg, Indicative Letters of offer, Lending Committee approvals) to various Sharepoint lists.

- Ad hoc administration and processing duties as directed by LOL and Head of Lending.

Skills and experience

- 3 plus years experience in a commercial lending administrative position.

- Strong attention to detail

- Strong customer service focus & Exceptional communication skills

- Desire to provide high level of support while keen to learn and develop your skills.

- A proactive approach and team first mentality

📌 Portfolio Processing Officer (Melbourne)
🏢 Trilogy Funds
📍 Melbourne