[Hiring] Administrative Assistant for Mortgage Team @LeaderOne-Jon Wells Group

Role Description

We are seeking a highly organized and service-driven Admin Assistant to support a top-producing Loan Officer. The admin serves as the Executive and Administrative Assistant to the Loan Officer, overseeing lead management, calendar coordination, and database management while acting as the first point of contact for prospects, clients, and referral partners. This role requires exceptional communication, time management, attention to detail, and a proactive mindset. The admin must always represent the Loan Officer and team professionally and strive to create a seamless "Wow-level" experience both internally and externally. Being bilingual in both Spanish and English is a PLUS+ but not required.

Duties and Key Measurements

• Client Care: This role creates an amazing client experience right from the start.
• Lead Management:
  • Contact all newly received leads within four hours (or per LO direction)
  • Maintain an 80%+ lead-to-consultation ratio
  • Maintain a 60% plus lead-to-application ratio (or per LO direction)
• Calendar Management:
  • Set 20+ appointments weekly (or per LO direction)
  • Ensure all appointments are scheduled prudently (triage)
  • Confirm 100% of appointments at least 24 hours in advance
• Database Management:
  • Coordinate 2+ monthly events
  • Ensure 5+ monthly gifts are sent
  • Manage 500+ mailers monthly
• Miscellaneous:
  • Manage email inbox using the Delete, Defer, Do, Delegate
  • Submit monthly expense reports
  • And anything else required by the Loan Officer

Essential Duties of This Position

• Excellent Client Care
• Lead Management:
  • Track and manage all leads using the CRM and Lead Tracker
  • Onboard all new leads into the CRM
  • Maintain and obsess over lead-tracking ratios
  • Schedule borrower appointments (phone, video, or in-person)
  • Provide daily, monthly, quarterly, and annual lead reports
• Calendar & Scheduling:
  • Set and confirm 100% of appointments for the Loan Officer
  • Review next-day schedules before end of day
  • Answer 90%+ of incoming calls for the LO and team
  • Manage recurring referral partner meetings
  • Ensure the LO is prepared for daily phone and appointment blocks
• Database Management:
  • Maintain a clean, organized CRM
  • Manage birthday and home anniversary programs
  • Coordinate client and partner events
  • Support newsletters, handwritten notes, gifts, and post-closing follow-up
• Additional Responsibilities:
  • Keep the Loan Officer on track for daily priorities
  • Manage LO email and incoming correspondence (if applicable)
  • Support LO technology and tools
  • Handle administrative duties as needed
  • Stay one step ahead of the Loan Officer at all times

Qualifications

• High school diploma or equivalent
• Excellent customer service
• Excellent verbal and written communication skills
• Extreme attention to detail
• Strong organization, time management, and follow-through
• Ability to work under pressure and meet deadlines
• Great A-Game team player who is energetic and wants the ability to learn and grow
• Highly motivated and coachable
• Communicates effectively with clients
• Great at making calls