Administrative Assistant

Administrative Assistant

Position Summary

The Administrative Assistant serves as an essential member of the Legal Department and administrative support team, reporting directly to the Senior Assistant General Counsel. This position is responsible for front desk reception, customer service, administrative support, licensing and facilities support, Third Party Origination (TPO) setup assistance, and special projects. The role requires strong organizational skills, professionalism, attention to detail, and the ability to manage multiple priorities in a fast-paced office environment.

Essential Duties

Receptionist Responsibilities

• Answer and transfer a high volume of phone calls in a professional and timely manner as part of a three-person administrative support team.
• Greet visitors, issue visitor badges, and maintain visitor sign-in/sign-out logs.
• Handle general inquiries from internal and external customers via phone, email, computer, and in-person communication.
• Provide excellent customer service and assistance to employees, clients, vendors, and visitors.
• Maintain a clean, organized, and well-stocked employee breakroom, including making coffee, stocking supplies/snacks, cleaning refrigerators, and coordinating upkeep.
• Receive, sort, distribute, and forward mail and correspondence to appropriate parties.

Administrative Responsibilities

• Perform general administrative and clerical duties while at the front desk including filing, scanning, mailing, faxing, document preparation, and data entry.
• Provide administrative support to management and higher-level staff on routine assignments and special projects.
• Assist with administration of document and matter management software systems.
• Ensure compliance with company regulations, policies, procedures, and recordkeeping requirements.
• Respond to messages, inquiries, and requests in a timely and professional manner.
• Provide administrative support for Licensing, TPO, Legal and Vendor Administration functions.
• Support licensing activities, including:
  • Assisting with city, county, and state business license applications and registrations.
  • Preparing and filing regulatory applications, amendments, and supporting documentation.
  • Maintaining licensing records and checklists.
• Support TPO setup functions, including:
  • Maintaining client account information and daily reports.
  • Running due diligence reports on TPO entities.
  • Ensuring broker, correspondent, and wholesale lender setup requirements are completed accurately and timely.
• Support the Senior Paralegal, including:
  • Assisting with corporate governance, minutes, and annual report filings.
  • Conducting preliminary legal research and gathering documentation for litigation or regulatory responses.
  • Drafting, proofreading, and organizing legal documents, templates, and correspondence.
• Support vendor management and contracting, including:
  • Vetting new vendors, conducting risk assessments, and performing due diligence.
  • Reviewing, negotiating, and tracking vendor contracts, service level agreements, and non-disclosure agreements.
  • Monitoring vendor performance, processing renewals, and managing the termination of contracts when necessary.
• Manage multiple inboxes, reports, and administrative tasks while ensuring accuracy and efficiency.
• Train new Administrative Assistants as needed.
• Assist other departments with administrative support as directed by management.
• Maintain reliable, regular, and predictable onsite attendance.

Qualifications, Experience & Knowledge

• 1 3 years of experience in an administrative, receptionist, customer service, or office support role preferred.
• Mortgage or financial industry experience preferred.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to multitask, prioritize assignments, and manage time effectively.
• Strong organizational, problem-solving, and attention-to-detail skills.
• Ability to work independently and collaboratively within a team environment.
• Self-directed with a positive, professional, and proactive attitude.
• Proficiency with Microsoft Office Suite, Excel, Adobe Acrobat/Reader, and general computer applications.
• Familiarity with document management systems and website navigation preferred.
• Basic project management and administrative coordination skills preferred.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Occasional movement throughout the office to access files, equipment, and work areas.
• Occasionally lift and/or move up to 25 pounds to stock breakroom.
• Must be able to push, pull, bend, twist, reach overhead, grasp, and hold office tools and materials as needed throughout the workday.

Placement: Contract to Direct

Pay: $20 to $23 Depending on Experience

Schedule: Monday to Friday 8am to 5pm

Location: 80920