Administrative Assistant - Mortgages

Administrative Assistant - Mortgages

Job Category: Mortgages

Full-Time

Allen Street Branch Rutland, VT 05701, USA

Description

Who We're Looking For:

We are seeking a dedicated team player to join our mortgage department as an Administrative Assistant. The ideal candidate will be:

• Someone with strong communication, organizational, and problem-solving skills who thrives in a fast-paced, member-focused environment.
• A detail-oriented administrative professional with experience in mortgage lending, financial services, or office administration.
• A friendly, dependable team player who is comfortable managing multiple tasks, providing excellent customer service, and maintaining accuracy.

What You'll Be Doing:

• Serving as the first point of contact for the mortgage department—assisting members, coordinating appointments, and managing document flow.
• Handling a variety of administrative tasks including mail processing, scanning, routing documents, maintaining department supplies, and supporting loan assignment workflows.
• Providing timely, clear support for general mortgage inquiries while ensuring accurate records and a positive member experience.

Why Join Us:

• Heritage Family Credit Union is a dynamic and member-centric organization committed to making a positive impact on the lives of our members. We believe in delivering not just financial services but fostering meaningful relationships that enhance the overall well-being of our members and communities. With a focus on education, integrity, and community, we strive to be the preferred financial partner for our community.
• Benefits Include:
• Paid time off in addition to paid federal holidays
• Medical, dental, and vision benefits to employees who regularly work 24+ hours a week
• 401k match
• Ongoing training opportunities
• 8 hours of volunteer time with an organization important to you
• Reimbursement each month for Gym membership (up to $25), hobby reimbursement (up to $25) and fresh local foods (up to $25 on a seasonal basis)

Salary Range: $18.35 - $22.94

Position Title: Administrative Assistant - Mortgages

FLSA Status: Non-Exempt

Department: Mortgages

EEO Code: Administrative Support Worker

Reports To: Supervisor, Mortgage Servicing

Grade: 6

Summary: The Administrative Assistant – Mortgages provides vital administrative support to the mortgage department, ensuring exceptional customer service through efficient handling of member inquiries, accurate document processing, and timely completion of all administrative tasks. This role plays a key part in delivering a positive member experience and supporting the credit union in achieving its mortgage lending objectives.

Essential Functions:

• Serve as the first point of contact for the mortgage department by promptly greeting visitors via all forms of contact, identifying their needs, coordinating appointments, facilitating document exchange, and maintaining accurate records of interactions.
• Assist members with general mortgage inquiries—such as products, application status, escrow and payment details, and hardship options—providing clear and timely information by phone, email, or in person.
• Process incoming and outgoing mail, interoffice correspondence, and deliveries for the department.
• Make copies of borrower documents, promptly return the originals, and ensure scanned copies are accurately routed to the appropriate contact.
• Assign applications and referrals to the appropriate loan originator and processor, ensuring a warm handoff to the team.
• Maintain inventory of supplies for the department, ordering and tracking replacements as needed.
• Process weekly address change and deceased member reports.

Must maintain predictable and reliable attendance.

• All other duties as assigned.

Qualifications:

Education:

• High school diploma or equivalent required.

Experience:

• Minimum 2 years in mortgage lending, financial services, or administrative services preferred.

Skills:

• Strong communication, organization, and problem-solving skills.
• Proficiency in Microsoft products.
• Excellent phone skills/etiquette and the ability to communicate clearly and effectively over the phone and in person.
• Detail-oriented, customer-focused, and able to work independently as well as part of a team.

Physical Requirements:

This position requires sitting for long periods of time and working primarily at a workstation or desk in an open office environment. Daily tasks include extensive use of a computer performing standard keyboard functions, requiring repeated motion, as well as extensive use of the phone. Stretching breaks are recommended to avoid injury. Some light lifting and carrying large paper files. Equipment is available and recommended for use of transporting large quantities of files to and from various locations.

Work Environment:

• Professional banking environment.

BSA/Risk: Employees will ensure adherence to BSA (Bank Secrecy Act) and risk compliance standards in all job responsibilities, maintaining the organization's regulatory integrity and mitigating potential risks.

Equal Opportunity Employer: Heritage Family Credit Union is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Equal Opportunity Employer 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.