Mortgage Administrative Assistant

Mortgage Administrative Assistant

The Mortgage Administrative Assistant provides essential administrative and operational support to the Mortgage Department. This role focuses on vendor management, system access, documentation, reconciliation tasks, onboarding support, and research functions that help maintain efficient and compliant mortgage operations.

Essential duties and responsibilities include:

• Providing day to day administrative assistance to mortgage leadership and department staff, maintaining organized and up to date files, records, logs, and reporting documents.
• Supporting internal audit activities by gathering necessary documentation and ensuring all departmental records are complete, accurate, and properly maintained.
• Coordinating onboarding for new mortgage department users by managing system access requests, permissions, workflow setup, and credentialing for internal and third party systems.
• Ensuring timely updates to user access for role changes, department transfers, and terminations.
• Maintaining accurate user access logs and ensuring all access related activities meet security, compliance, and audit requirements.
• Managing vendor administrative access, including credential updates, profile maintenance, and tracking documentation, renewals, and contact information.
• Working closely with technology, compliance, and information security teams to ensure vendor access and system permissions adhere to company policies and security requirements.
• Preparing cashier's checks for escrow overages, ensuring accuracy and proper supporting documentation.
• Reconciling company credit card statements by gathering receipts, coding transactions, identifying discrepancies, and coordinating follow up to resolve missing documentation or corrections.
• Assisting with tasks that fall outside routine procedures, providing additional administrative steps, troubleshooting, and problem solving as needed.
• Responding to internal and external audit inquiries by gathering required documentation, researching file history, and ensuring accurate and timely information is provided.
• Issuing checks on behalf of the Construction Administrative Department on an as needed basis.
• Participating in cross departmental initiatives, supporting workflow improvements, special projects, and other assignments from mortgage leadership.
• Providing adaptable support across all mortgage functions as operational needs arise.
• The ability to work in a constant state of alertness and in a safe manner.
• Completing required BSA/AML training and other compliance training as assigned.
• Performing any other related duties as required or assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and experience: Knowledge of a specialized field (however acquired), such as basic accounting, computer, etc. Equivalent of four years in high school, plus night, trade extension, or correspondence school specialized training, equal to two years of college, plus 3 years related experience and/or training and 2 years related management experience.

Communication skills: Ability to read, analyze, and understand general business/company related articles and professional journals; Ability to speak effectively before groups of customers or employees.

Mathematical skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

Critical thinking skills: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Software skills required: Intermediate: 10-Key, Accounting, Alphanumeric Data Entry, Database, Spreadsheet, Word Processing/Typing. Basic: Contact Management, Human Resources Systems, Payroll Systems, Presentation/PowerPoint.

Working conditions: Periodically exposed to such elements as noise, intermittent standing, walking, pushing, carrying, or lifting; but none are present to the extent of being disagreeable.

Environmental conditions: The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Physical activities: The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations. Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.

While performing the functions of this job, the employee is continuously required to talk or hear, sit; occasionally stoop, kneel, crouch, or crawl; frequently required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

Additional information:

• Strong attention to detail
• Ability to work independently without supervision
• Ability to prioritize work load effectively and efficiently
• Preferred previous experience in Mortgage
• Strong written and verbal communication skills
• Strong organizational, and problem-solving skills
• Knowledge of the windows operating environments and the Microsoft Office Suite of products. Experience in Excel is a plus

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.