Administrative Assistant

New American Funding•Portland, ME

12h•$17 - $20•Onsite

About The Position

The Administrative Assistant will be supporting a manager with various administrative duties. The primary responsibilities include directly supporting the manager with planning/scheduling meetings, conferences, travel requests, as well as contributing to other team efforts by accomplishing related tasks as assigned. Ideal candidates will possess excellent written and verbal communication skills, organizational and multitasking abilities, and be able to work in a demanding, fast paced environment.

Requirements

Prior experience in mortgage lending, real estate, financial services, or administrative support preferred but not necessary
Strong organizational skills with exceptional attention to detail
Excellent written and verbal communication skills
Ability to manage multiple priorities and deadlines simultaneously
Proactive, solution-oriented mindset with a high level of professionalism
Comfortable using or learning CRM systems, databases, and mortgage technology tools
Hands-on exposure to all aspects of the mortgage process
Great communication skills.
Exemplary Planning and time management skills.
Ability to multitask and prioritize daily workload.
Discretion and confidentiality.
Previous experience with expense reports.
High School Diploma or equivalent
Must be able to verify identity and employment eligibility to work in the U.S.

Responsibilities

Prepare reports by collecting information and analyzing data.
Prepare expense reports and send in to Accounting.
Filing and making folders.
Develop and carry out an efficient documentation and filing system.
Undertake the tasks of receiving calls, task messages and routing correspondence.
Handle Travel Requests and queries appropriately.
Maintain meetings and appointments and provide reminders.
Run errands to various department stores, post office, etc.
Contact all new leads within 4 hours and ensure timely follow-up
Track and manage all incoming leads, maintaining accurate lead ratios and performance metrics
Maintain and update all databases
Proactively contact pre-approved buyers and borrowers following Initial Loan Consultations (within 24 hours)
Review next-day schedules and ensure the LO stays on track with daily appointments
Manage and organize the LO’s email inbox and communications
Perform a daily operational “gauge check” to ensure nothing falls through the cracks
Maintain and support all technology tools used by the LO
Assist with general administrative duties and workflow organization
Deliver consistent Tuesday borrower update calls
Conduct pre-closing calls (48 hours prior to closing)
Make congratulatory funding calls and provide post-closing support
Review Closing Disclosures and assist with closing preparation
Contact borrowers, Realtors, and attorneys 24 hours before contingency deadlines
Consistently exceed borrower expectations through proactive, professional communication
Notify referring Realtors immediately upon issuing pre-approvals
Keep Realtor partners informed throughout the loan process
Proactively communicate loan status updates and important milestones
Dedicate one hour weekly to pre-approval and Realtor outreach
Coordinate 2+ monthly leveraged events
Assist with sending 2+ email newsletters per month and monitor open rates
Send handwritten notes, birthday cards, post-closing surveys, and client gifts
Help maintain strong post-closing relationships with borrowers and referral partners
Expedite onboarding for newly received contracts
Coordinate closely with loan processing teams to ensure efficient file movement
Attend weekly branch pipeline meetings and provide updates as needed
Submit monthly expense reports
Ensure all communication and documentation meets company and compliance standards