[Hiring] Branch Administrative Assistant III @Guild Mortgage

Role Description

The Branch Administrative Assistant III plays an important role in the organization by performing a number of tasks related to the branch’s administrative functions. The role is primarily responsible, under intermittent to low supervision, for performing full administrative duties in support of the branch office by providing customer service, conducting research, preparing reports, handling information requests, ordering supplies and performing clerical functions such as preparing correspondence, copying, filing, faxing, and scheduling meetings.

• Provide a high level of clerical assistance to Processors as needed, including:
  • Completing special projects
  • Compiling basic reports
  • Ordering insurance, condo certificates, 4506s, FHA Case Numbers, LDP/GSAs, CAIVRs, Bond Program items, subordination agreements, verifications, appraisals, title and escrow documents
• Complete loan file audits, reviewing files for accuracy and completeness; reconcile files with actions when needed, including cancelling files and maintaining records for required time periods.
• Print and mail disclosure documents.
• Contact escrow companies regarding trailing items, tracking items and following up accordingly until all documents are received.
• Monitor, reconcile, and respond to appraisal and credit report invoice discrepancies.
• Provide assistance to Branch Manager and Branch Operations Manager as needed.
• Answer incoming calls, providing responsive and courteous service to callers by providing information or routing them to the appropriate party as needed.
• Collect, sort, and correctly distribute incoming mail and packages; log all packages per branch procedure.
• Assist in the preparation and delivery of mailings as needed.
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Partner with IT helpdesk and assist in troubleshooting basic office technology issues.
• Perform general clerical duties and office support, including:
  • Photocopying
  • Faxing
  • Mail distribution
  • Filing
• Make copies and prepare other deliverables for meetings and marketing campaigns.
• Maintain a tidy and comfortable office space by picking up waste, watering plants, tidying kitchen area, refreshing magazines, etc.
• Compose, type, and distribute correspondence and memos.
• Coordinate events, meetings, and conferences with cross-functional departments; prepare agendas and set-up meeting facilities as needed.
• Create and update forms for file flow and efficiency.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent preferred, along with a minimum of four years' experience in an administrative assistant related role(s).
• Prior experience in Mortgage lending, Finance, or similar field strongly preferred.
• Prior experience processing or originating loans helpful and strongly preferred.
• Ability to type 60-70 wpm.
• Passionate about delivering excellence in customer service.
• High levels of diplomacy, tact, and confidentiality a must.
• Demonstrated patience and professionalism when interacting with both internal and external customers.
• Proficiency with data entry, Microsoft Word, Excel and PowerPoint required.
• Ability to organize and manage multiple priorities simultaneously.
• Excellent verbal and written communication required; excellent spelling, grammar, and punctuation skills.
• Self-motivated with a strong attention to detail.

Requirements

• Physical: Work is primarily sedentary; general office mobility. The position requires the ability to occasionally lift office equipment and supplies weighing up to 20 pounds.
• Manual Dexterity: Frequent use of computer keyboard and mouse.
• Audio/Visual: Ability to accurately interpret sounds and associated meanings at a volume consistent with interpersonal conversation. Regularly required to accurately perceive, distinguish and interpret information received visually and through audio.
• Environmental: Office environment – no substantial exposure to adverse environmental conditions.

Benefits

• Pleasant work environment
• Competitive compensation
• Excellent benefits package, including:
  • Medical
  • Dental
  • Vision
  • Life insurance
  • AD&D
  • LTD
  • 401(k) with employer match