Assistant, Administrative

Carrington Mortgage•Franklin, TN

13h

About The Position

The Administrative Assistant provides administrative and operational support to executives, teams, and offices. The role coordinates schedules, meetings, travel, communications, expenses, invoices, supplies, and events, while supporting office procedures and maintaining effective relationships across the organization. It also handles routine document, mail, telephone, and shipping tasks and performs other duties as assigned.

Requirements

Excellent verbal and written communication skills.
Outstanding attention to detail and strong organizational skills.
Proficiency with Microsoft Word, Excel, PowerPoint, and Visio.
Ability to communicate with management and staff at all levels and across business units.
Ability to maintain confidentiality.
Ability to build relationships with peers and other Administrative Assistants.
Ability to maintain composure and adapt to a variety of situations.
Ability to multitask and work in a fast-paced environment.
Ability to prioritize and meet short deadlines.
Ability to be proactive and work independently.
Willingness to learn relevant aspects of the business.
Willingness to take initiative.
Bachelor’s degree or equivalent work experience.
Mortgage or real estate industry experience.
Two or more years of experience as an Administrative Assistant.

Responsibilities

Schedule and coordinate meetings and conference calls, and monitor inboxes and calendars.
Prepare agendas, documentation, client briefs, expense reports, and presentation materials.
Participate in management meetings, prepare agendas, take notes, and follow up on action items.
Retrieve, open, and sort daily mail from the Cash Room.
Scan daily HUDs for Transaction Coordinators.
Prepare organizational charts and presentations using PowerPoint, Excel, and Visio.
Coordinate with Facilities and Accounts Payable to ensure monthly national rent invoices are accurate and paid promptly.
Draft and distribute correspondence to staff and clients on behalf of the EVP/SVP.
Plan events for team meetings, events, and strategy sessions.
Review and approve travel and expenses.
Process invoices and wires, and regularly reconcile credit card statements.
Contact vendors about invoicing and establishing services and rates.
Order team lunch or breakfast for month end.
Prepare and ship FedEx packages regularly for local and national offices.
Review and place supply orders for local and national offices.
Arrange travel and coordinate with other operational departments as needed.
Train new offices on administrative procedures, including calendaring, GoToMeeting, conference calls, official letterheads, expense reports, GL codes and cost centers, and travel booking.
Operate a multi-line telephone system, answer incoming calls, take messages, and direct callers to the appropriate executive or department.
File, copy, print, and fax.
Perform other duties as assigned.