Administrative Assistant I (Field Exam Coordinator)

Pathward, N.A.•Franklin, TN

2d•$17 - $28•Hybrid

About The Position

The Field Exam Coordinator provides comprehensive administrative, logistical, and operational support to the Field Examination team while overseeing day-to-day office coordination responsibilities. This role ensures seamless planning and execution of field exams, maintains accurate documentation and reporting processes, and serves as a central point of coordination between examiners, internal partners, clients, and office operations. In addition to field exam responsibilities, this role supports daily office operations to ensure a professional and efficient working environment. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a deadline-driven financial services environment.

Requirements

2+ years of administrative, coordination, or operations experience (financial services environment preferred).
Strong organizational and time management skills with the ability to manage multiple concurrent priorities.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Outlook, Excel, Word, Teams).
High attention to detail and commitment to accuracy.
Experience supporting cross-functional teams in a deadline-driven environment.
Ability to manage confidentiality and handle sensitive borrower information

Nice To Haves

Experience in banking, lending, audit, compliance, or field examination settings.
Familiarity with financial statements, borrowing base reports, or loan documentation.
Experience managing shared calendars, scheduling across multiple stakeholders, or coordinating travel logistics.

Responsibilities

Field Exam Coordination & Scheduling
Coordinate and schedule field examinations, including examiner assignments, travel logistics, and client communications.
Maintain and manage the field exam calendar, tracking deadlines, reschedules, follow-up items, and examiner availability.
Distribute and track pre-exam data requests and required documentation to ensure readiness.
Monitor exam status and proactively identify scheduling conflicts or capacity concerns.
Documentation & Compliance Support
Prepare, organize, and maintain field exam files, reports, and supporting documentation in accordance with company policy.
Compile financial statements, prior exam reports, and background materials for examiner review.
Review submitted documentation for completeness and accuracy; escalate missing or delayed information as needed.
Upload, categorize, and maintain records within shared systems and document management platforms.
Support reporting needs by generating status updates, exam tracking summaries, and performance metrics.
Client & Cross-Functional Communication
Serve as the primary administrative point of contact for clients regarding exam scheduling, logistics, and documentation requirements.
Communicate professionally with Relationship Managers, Credit, Operations, and other internal stakeholders.
Provide timely updates, reminders, and follow-ups to ensure smooth coordination across all parties.
Support leadership with meeting preparation, reporting materials, and exam-related communications.
Operational & Process Support
Track examiner workload and capacity to support balanced assignments and resource planning.
Maintain process documentation, templates, and standard operating procedures.
Assist with onboarding new examiners by coordinating access, training materials, and scheduling.
Identify opportunities to improve workflow efficiency and enhance exam coordination processes.
Office Coordination & Administrative Operations
Oversee daily office coordination, including workspace readiness and facility needs.
Manage front desk coverage, visitor check-in processes, and vendor interactions.
Coordinate onboarding and offboarding logistics, including workspace setup, equipment coordination, and badge access.
Support meeting logistics, conference room scheduling, catering coordination, and internal events.
Track office supply inventory, vendor invoices, and budget-related documentation, including invoice processing.
Maintain shared calendars, emergency procedures, and general office communications.
Partner with IT and Facilities to manage equipment lifecycle, service requests, and operational needs.
Support employee engagement initiatives and team events as appropriate.
Office Operations (Franklin on‑site coverage)
Daily office coordination & readiness: conference room setup/turn, visitor reception, mail/shipping, supply management, light facilities tickets, and vendor touchpoints.
Executive day‑of support: onsite logistics on days leadership is in Franklin (e.g., meeting flow, materials, quick turn requests), ensuring the space remains organized and fully functional without pulling SVP admins off strategic work.
Continuity guardrails: centralized intake and routing of in‑office asks so the SVP admin team stays focused on senior‑level work while routine, time‑sensitive tasks are handled reliably on site.
Field‑Exam Coordination (lending/audit support)
Scheduling & logistics: examiner assignments, borrower availability, travel/room coordination, and timelines.
Document control & readiness: pre‑exam packets, requested docs tracking, secure intake, and audit trail maintenance.
Workflow tracking & reporting: status/exception logs, deliverable deadlines, and distribution of completed reports to stakeholders.
Risk & efficiency: keeping examiners/underwriters focused on analysis by absorbing the administrative load that, if dispersed, slows turn‑times and increases error risk.