Administrative Assistant

The Mortgage Law Firm•Honolulu, HI

25d

About The Position

Under general supervision, the Administrative Assistant collaborates effectively with the administrative team members to manage and contribute to the overall workload. The position provides data entry and administrative support to the department. The position requires multi-tasking skills, with attentiveness to detail and accuracy. Position handles voluminous documents requiring flexibility and the ability to work well under pressure. This position has no supervisory responsibilities.

Requirements

High school diploma or GED required.
Minimum of 3 years of experience in foreclosure or mortgage‑servicing operations.
Strong verbal and written communication skills, with the ability to clearly convey information to clients, colleagues, and leadership.
Demonstrated customer‑service skills, including professionalism, responsiveness, and the ability to resolve inquiries effectively.
Excellent organizational and time‑management abilities, with a proven ability to manage competing priorities and meet deadlines.
High attention to detail and accuracy, especially when reviewing documents and updating case information.
Strong problem‑solving and critical‑thinking skills, with the ability to assess complex situations and determine effective solutions.
Proficiency in Microsoft Word, Adobe Acrobat, Internet Explorer, and Microsoft Access, with the ability to learn additional technology platforms as required.
Ability to work independently and collaboratively within a fast‑paced, deadline‑driven environment.
Adaptability to changing client expectations, internal processes, and industry requirements.

Responsibilities

Manage daily requests and a wide range of case files through client portals and direct communication channels.
Performs routine clerical duties, including scanning, copying, filing, and document organization to support efficient office operations.
Prepares and submits legal documents to the appropriate government entity for filing and recordation in accordance with applicable procedures and deadlines.
Maintains files in the Firm’s database, which includes accurate data entry and quality control reviews.
Satisfy all communications (visitors, phone calls, emails, etc.) with professionalism and promptly directing requests to the appropriate party. This includes the oversight of multiple email inboxes.
General mail and errand duties which can include retrieval and delivery documents/packages.
Engages in organizational initiatives aimed at improving operations, such as training, projects, and development efforts.
Operates a variety of office equipment, including copiers, postage machines, monitors, and other essential devices.
Participate in meetings to contribute solutions, ideas, and constructive feedback, while retaining key takeaways and applying them to daily work.
Maintains a professional environment that ensures confidentiality, organization, and cleanliness.
Willingness to support cross-functional teams as needed in other areas of the firm, including out-of-state departments, to ensure operational continuity and team effectiveness.