Administrative Assistant

About the role

Under general supervision, the Administrative Assistant collaborates effectively with the administrative team members to manage and contribute to the overall workload. The position provides data entry and administrative support to the department. The position requires multi-tasking skills, with attentiveness to detail and accuracy. Position handles voluminous documents requiring flexibility and the ability to work well under pressure. This position has no supervisory responsibilities

What you'll do

• Manage daily requests and a wide range of case files through client portals and direct communication channels.
• Performs routine clerical duties, including scanning, copying, filing, and document organization to support efficient office operations.
• Prepares and submits legal documents to the appropriate government entity for filing and recordation in accordance with applicable procedures and deadlines.
• Maintains files in the Firm’s database, which includes accurate data entry and quality control reviews.
• Satisfy all communications (visitors, phone calls, emails, etc.) with professionalism and promptly directing requests to the appropriate party. This includes the oversight of multiple email inboxes.
• General mail and errand duties which can include retrieval and delivery documents/packages.
• Engages in organizational initiatives aimed at improving operations, such as training, projects, and development efforts.
• Operates a variety of office equipment, including copiers, postage machines, monitors, and other essential devices.
• Participate in meetings to contribute solutions, ideas, and constructive feedback, while retaining key takeaways and applying them to daily work.
• Maintains a professional environment that ensures confidentiality, organization, and cleanliness.
• Willingness to support cross-functional teams as needed in other areas of the firm, including out-of-state departments, to ensure operational continuity and team effectiveness.

Qualifications

• High school diploma or GED required.
• Minimum of 3 years of experience in foreclosure or mortgage‑servicing operations.
• Strong verbal and written communication skills, with the ability to clearly convey information to clients, colleagues, and leadership.
• Demonstrated customer‑service skills, including professionalism, responsiveness, and the ability to resolve inquiries effectively.
• Excellent organizational and time‑management abilities, with a proven ability to manage competing priorities and meet deadlines.
• High attention to detail and accuracy, especially when reviewing documents and updating case information.
• Strong problem‑solving and critical‑thinking skills, with the ability to assess complex situations and determine effective solutions.
• Proficiency in Microsoft Word, Adobe Acrobat, Internet Explorer, and Microsoft Access, with the ability to learn additional technology platforms as required.
• Ability to work independently and collaboratively within a fast‑paced, deadline‑driven environment.
• Adaptability to changing client expectations, internal processes, and industry requirements.

Competencies

• Accountability – Takes ownership of work and ensure tasks are completed in a timely manner. Follow through on commitments.
• Accuracy – Prevents the occurrence of common inefficiencies such as typos, oversights, and duplication of work. Achieving tasks with minimal errors.
• Communication – Communicates clearly in both positive and challenging situations, flexing communication style to effectively engage with different personalities. Actively listens, seeks clarification when needed, participates effectively in meetings, and provides strong customer service.
• Compliance – Adheres to applicable laws, guidelines, and organizational policies, including confidentiality and regulatory requirements, while acting in good faith.
• Critical Thinking – Capacity to make well-informed decisions through careful evaluation of facts, observations, past events, and related information.
• Dependability - Follows instructions and deliver results in an environment of high-demand requests. Ability to shift both time and priorities to ensure unforeseen tasks are completed.
• Flexibility – Adapts to an ever-changing work environment by implementing daily updates to ensure current, compliant operations. Demonstrates flexible thinking to approach problems from multiple angles and develop effective solutions. Desire to grow.
• Operational Excellence – Contributes to continuous process improvements and strives to develop a comprehensive understanding of operations to increase efficiency and effectiveness.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.