Loan Partner Administrative Assistant

Overview
The Loan Partner One (LP1), an Executive/Administrative Assistant, oversees the Loan Officers lead, calendar, and database management for the LO. The LP1 will directly communicate with new leads, active prospects, customers, clients, and business partners daily, ensuring a smooth workflow and strong team chemistry. This role requires strong communication, time management, priority management, and data entry skills. The LP1 must professionally represent the LO and team and strive to “wow” internally and externally daily.

Responsibilities

Lead Management: Contact all new leads within 4 hours (or as required); track leads using the Lead Tracker; onboard all leads into the CRM; maintain and obsess over all lead-tracking ratios; ensure borrower appointments are scheduled (phone, video, or face-to-face); provide daily, monthly, quarterly, and annual lead management reports

Calendar & Scheduling Management: Set 100% of all appointments for LO and the team; confirm all appointments via email, text, or phone (24+ hours in advance); review next-day schedules for LO before leaving each day; answer 90% of incoming calls for LO and team; manage recurring face-to-face business partner meetings for LO; ensure LO is prepared for the daily Phone “Power Hour”

Database Management: Maintain database organization for the LO; send quarterly Letter-from-the-Heart (LFTH); manage snailmail; manage birthday, home closing, and anniversary programs; coordinate 2+ monthly leveraged events (lunch ‘n learns, happy hours, etc.); help LO send 2+ email newsletters (minimum) and monitor open rates; send handwritten notes, birthday cards, post-closing surveys, gifts, etc.

Events, Gifts, and Miscellaneous: Coordinate 2+ monthly events; ensure 5+ monthly gifts are sent; snailmail: manage 500+ mailers monthly; Email Management: organize emails using Delete, Defer, Do, Delegate; Expense Reports: submit monthly

Additional Responsibilities: Ensure LO stays on track for all daily appointments; manage LO’s emails (if applicable); handle incoming mail and maintain a spotless desk (if not virtual) for LO; maintain support for LO’s tech tools; assist with all administrative duties as needed; stay “one step ahead” of LO at all times

Qualifications

NMLS License (or the ability to obtain one)

High school diploma or equivalent

40-hour workweek minimum

Experience with major Loan Origination Systems (Encompass, Calyx Point, etc.)

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneNote)

Excellent verbal and written communication skills

Strong time management and organization

Ability to work under pressure and meet deadlines

Compensation
$35,000 - $45,000 yearly

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