Loan & Administrative Assistant - Georgetown DC

The Bernstein Companies•Washington, DC

13h•$62,000 - $68,000

About The Position

The Loan & Administrative Assistant supports the Vice President of Finance and Administration and the Office Management function, with responsibilities divided approximately equally between loan administration and office management. The role provides hands-on exposure to loans, closings, lender requirements, recurring reporting, and document management, while helping the corporate office operate smoothly. Prior real estate experience is not required; relevant experience may include back-office work supporting loans, documentation, or detailed financial processes. The position calls for someone who is comfortable with numbers and Excel, highly accurate, organized, proactive, and able to manage competing responsibilities and deadlines while following work through to completion. Loan administration duties include maintaining loan and transaction checklists; coordinating third-party reports and communications; updating loan tracking information; tracking lender reporting requirements; participating in closing calls and following up on action items; managing loan documents; tracking real estate tax appeals; and coordinating signatures, document delivery, and other time-sensitive needs. Office management and administrative duties include supporting recurring corporate-office operations, monitoring and replenishing office supplies, preparing and coding invoices, maintaining physical and electronic records, assisting with special projects, managing corporate voicemail, and providing backup for outgoing FedEx, certified mail, and other time-sensitive deliveries. Other office management and administrative support may be provided as needs arise.

Requirements

Bachelor's degree or equivalent relevant experience; a business, finance, or real estate degree is not required.
Approximately 1 to 3 years of professional experience preferred.
Proficiency in Microsoft Excel and comfort working in spreadsheets and with detailed numerical and financial information; specific Excel functions required for the role will be confirmed.
Strong proficiency with Microsoft Office and the ability to learn new systems and processes quickly.
Highly organized and detail oriented, with the ability to manage multiple priorities and deadlines while maintaining accuracy.
Proactive, with strong follow-through, the ability to anticipate next steps and identify what is missing, and ownership through completion.
Strong written and verbal communication skills, with confidence communicating by phone and email with internal and external contacts.
Sound judgment, reliability, and discretion, particularly when handling confidential information.

Nice To Haves

Experience in a bank, financial institution, or other back-office setting involving loans, financial documentation, reporting, or detailed administrative processes is preferred.
Approximately 1 to 3 years of professional experience is preferred.

Responsibilities

Manage loan and transaction checklists, track responsibilities and deadlines, and follow up on outstanding items.
Order and coordinate third-party reports, including title reports, property surveys, physical condition reports, environmental reports, and zoning letters; coordinate questions and responses among lenders, attorneys, report providers, and internal team members.
Maintain internal loan tracking information, including recurring updates to loan balances and interest rates.
Track monthly, quarterly, and annual property reporting due to lenders; coordinate with internal teams on upcoming and past-due requirements, review materials for completeness, and serve as an initial point of contact for lender questions and requests.
Participate in loan closing calls, maintain action item lists, and follow up with internal and external parties to keep matters moving.
Organize, label, save, and maintain closing and final loan documents using consistent document management practices.
Track real estate tax appeal activity, coordinate annual authorizations, process related invoices, and maintain current status information.
Coordinate signatures, document delivery, and other time-sensitive closing or loan administration needs.
Support the Office Management function with recurring administrative and operational needs of the corporate office.
Check office supply inventory across multiple locations and proactively order and restock supplies before they run out.
Organize and prepare office-related invoices for payment and apply appropriate coding.
Scan, organize, retain, and retrieve documents and maintain orderly electronic and physical records.
Support one-time projects and special assignments for Office Management.
Manage the corporate voicemail system, including checking messages, researching or identifying caller needs when necessary, and routing messages to the appropriate person.
Provide backup support for outgoing FedEx, certified mail, and other time-sensitive document or package delivery needs.
Provide other office management and administrative support as needs arise.