Administrative Assistant

Job Description

ESSENTIAL FUNCTIONS

• Provide a high level of clerical assistance to Processors as needed, this may include completing special projects, compiling basic reports, ordering insurance, condo certificates, 4506s, FHA Case Numbers, LDP/GSAs, CAIVRs, any Bond Program items, subordination agreements, verifications, appraisals, title and escrow documents, etc.

• Complete loan file audits, reviewing files for accuracy and completeness; reconcile files with actions when needed, including cancelling files and maintaining records for required time periods.

• Print and mail disclosure documents.

• Contact escrow companies in regards to trailing items, tracking items and following up accordingly until all documents are received.

• Monitor, reconcile, and respond to appraisal and credit report invoice discrepancies.

• Provide assistance to Branch Manager and Branch Operations Manager as needed.

• Answer incoming calls, provide responsive and courteous service to callers by providing information or routing them to the appropriate party as needed.

• Collect, sort, and correctly distribute incoming mail and packages; log all packages per branch procedure.

• Assist in the preparation and delivery of mailings as needed.

• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

• Partner with IT helpdesk and assist in the troubleshooting of basic office technology issues.

• Perform general clerical duties and office support, to include, but not limited to: photocopying, faxing, mail distribution and filing.

• Make copies and prepare other deliverables for meetings and marketing campaigns.

• Maintain a tidy and comfortable office space by picking up waste, watering plants, tidying kitchen area, refreshing magazines, etc.

• Compose, type, and distribute correspondence and memos.

• Coordinate events, meetings, and conferences with cross-functional departments; prepare agendas and set-up meeting facilities as needed.

• Create and update forms for file flow and efficiency.

• Perform other duties as assigned.

QUALIFICATIONS

• High school diploma or equivalent preferred, along with a minimum of four years experience in an administrative assistant related role(s).

• Prior experience in Mortgage lending, Finance, or similar field strongly preferred.

• Prior experience processing or originating loans helpful and strongly preferred.

• Ability to type 60-70 wpm.

• Passionate about delivering excellence in customer service.

• High levels of diplomacy, tact, and confidentiality a must.

• Demonstrated patience and professionalism when interacting with both internal and external customers.

• Proficiency with data entry, Microsoft Word, Excel and PowerPoint required.

• Ability to organize and manage multiple priorities simultaneously.

• Excellent verbal and written communication required; excellent spelling, grammar, and punctuation skills.

• Self motivated with a strong attention to detail.

• Ethical, with a commitment to company values.