Mortgage Administrative Assistant

Time Type:

This is an in-office position.

Department:

Job Summary:

Job Description:

ESSENTIAL JOB FUNCTIONS

The statements on this job description are intended to describe the general nature of level of work being performed by incumbents.  They are not an exhaustive list of all responsibilities, duties, and skills required by all incumbents.

• Prepares and maintains documents for scheduled meetings and for management needs including Agendas, Minutes and Action Items.

• Schedules appointments for managers and makes travel arrangements.

• Corresponds with accounts payable on behalf of employees for expense statements.

• Corresponds with corporate HR on behalf of managers on employee items.

• Facilitates in the distribution of information from corporate HR and management to employees on matters such as benefit enrollment, annual self evaluations, and corporate recognitions.

• Handles the ordering and purchase of general office supplies.

• Coordinates office events.     

• Participates in the rotation for receptionist desk coverage.

• Coordinates with other IBC divisions, IT, Globalscope, facility maintenance, cleaning crews, and other vendors.

• Monitors completion of required annual and mortgage trainings.

• Maintains building access cards for Mortgage Building employees and issues appropriate keys.

• Collects mail from the mailbox and distributes it appropriately.

• Maintains employee phone directory and Globalscope phone tree for Mortgage Divisions

• Prepares and processes outgoing shipments.

• Maintains postage meter machine and copiers.

• Assists employees with Service tickets and technical support issues.

• Maintains Employee directories, organizational charts.

• Acts as the delegate for all the supervisors in Workday to approve exceptions and make changes in schedule to ensure employees are properly paid.

• All other duties assigned by Officers and Managers.

SKILLS

• Excellent Verbal and Written Communication Skills

• Multitasking

• Time Management Skills

• Attention to Detail with Organizational Skills

• Ability to manage multiple, competing priorities and projects.

• Able to work independently and as part of a team.

• Positive, problem-solving attitude.

• Excellent interpersonal skills

• Good judgment and ability to work with confidential information

• Bi-lingual skills are preferred.

EDUCATION

• High School Diploma or GED

• College Degree - Preferred

• 3 yrs. previous administrative experience