Administrative Assistant

Job Description

Job Description

We are looking for an experienced and adaptable Administrative Assistant to support daily operations for a mortgage-focused office in Chester, New Jersey. This contract opportunity with potential for a permanent role is ideal for someone who enjoys being the first point of contact for visitors, keeping office activity organized, and handling time-sensitive administrative work effectively. The role offers exposure to both general office coordination and real estate closing support, making it a strong fit for someone eager to learn, grow, and take on broader responsibilities over time.

Responsibilities:
• Welcome visitors at the front desk, create a positive first impression, and direct guests to the appropriate team members or meeting areas.
• Manage everyday office support tasks such as printing, scanning, copying, filing, and processing incoming and outgoing mail.
• Prepare and organize documentation packets needed for real estate closings, ensuring materials are complete and ready on schedule.
• Distribute mail, deliveries, and packages to the correct recipients promptly and accurately.
• Monitor office, kitchen, and snack supplies, restock as needed, and help maintain an orderly shared workspace.
• Coordinate logistics for employee visits to the office, including scheduling support and travel-related arrangements when required.
• Assist with administrative needs across both mortgage and title-related operations while adjusting to shifting priorities throughout the day.
• Support closing-related activities, which may include attending closings and contributing to company social media updates when appropriate.
• Learn company-specific mortgage and title software quickly and apply new tools effectively in day-to-day responsibilities.• At least 1 year of experience in an administrative, receptionist, or office support role.
• Strong ability to manage multiple tasks at once in a fast-moving, deadline-driven environment.
• Strong communication skills and a confident presence when interacting with clients, attorneys, and internal staff.
• Sound judgment and discretion when working with sensitive financial and business information.
• Proficiency with Microsoft Office applications, including Outlook and Teams.
• Comfort with answering inbound calls, handling front desk responsibilities, and completing accurate data entry.
• Willingness to learn new systems, expand responsibilities, and grow within the organization.