Administrative Assistant - Customer Service

American Financing; Aurora (CO); On-site; USD 23,000 - 33,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401k

Paid time off and sick days

Paid holidays

Long-term paid disability

Maternity and bonding leave

Desk equipment provided

Job summary

American Financing is seeking a proactive Administrative Assistant to support the Customer Service Department. The ideal candidate will multitask, manage internal/external communications, and coordinate schedules in a fast-paced environment.

Experience with CRM, LOS, and data tracking in Excel/Google Sheets is valued. A high school diploma is required, and bilingual English/Spanish is a strong plus for this role.

Qualifications

• High school diploma or equivalent.
• Proven administrative/office support experience.
• Excellent written and verbal communication.
• Strong organizational skills and multitasking.
• Willingness to take on additional projects.
• Bilingual in English and Spanish a plus.

Responsibilities

• Follow up with Mortgage Consultants to ensure timely appointments.
• Confirm appointments with clients and send email confirmations.
• Distribute incoming leads to available Consultants in real time.
• Manage daily departmental email correspondence and track updates.
• Update notes and logs in Excel and Google Sheets.
• Process name change requests in LOS and verify authenticity.
• Handle FHA case transfers and appraisal emails; transfer case numbers via FHA Connection.
• Oversee daily Source/Endorser emails and pull Vonage call reports.
• Assign client appointments to licensed consultants at least two hours prior.

Skills

Multitasking

MS Excel

Google Sheets

Call center experience

Communication skills

Bilingual English/Spanish

Education

High school diploma

Tools

CRM systems

Loan Origination Software (LOS)

Byte platform

Vonage

Job description

Compensation: $20.50 hourly

• Local candidates only at this time**

At American Financing, we're innovators with imagination. We do what it takes to help customers achieve their financial goals. And we stay ahead of the competition by challenging ourselves to become more efficient. We are one of the fastest-growing national mortgage lenders because we don't follow the status quo.

See what it's like to work for a national mortgage lender that truly values its employees. Wherever your passions lie, you can find rewarding work and new opportunities here.

• Casual work environment
• Family-owned, Customer-focused
• Denver Post Top Workplace
• Top 50 Family-Owned Business
• Best of Colorado Business
• Inc. 5000 Fastest-growing Private Company

Job Summary

American Financing is seeking a proactive and detail-oriented Administrative Assistant to support our Customer Service Department. The ideal candidate possesses proven experience executing administrative tasks, providing reliable support to leadership, and multitasking effectively in a fast-paced environment. This dynamic role requires a professional who can seamlessly manage internal and external communications, coordinate schedules, handle a high volume of calls, and readily take on new responsibilities as assigned.

What You Will Bring

• Highly adaptable to changing priorities, high-volume workflows, and evolving business needs.
• Ability to navigate and work across multiple computer platforms simultaneously (e.g., Byte, Google Workspace, Vonage, etc.).
• High level of proficiency with Microsoft Excel and Google Sheets for data tracking and reporting.
• Previous experience working in a high-volume call center environment is highly preferred.
• A positive, “can-do” attitude with the willingness and capacity to take on additional projects and cover front desk duties as needed.
• High school diploma or equivalent required.
• Proven track record in an administrative, coordination, or office support role.
• Exceptional written and verbal communication skills; a professional and welcoming phone demeanor.
• Strong organizational skills with a demonstrated ability to multitask and meet tight deadlines.
• A quick learner with a strong aptitude for mastering new software and internal systems.
• Familiarity with CRM systems, Loan Origination Software (LOS), and standard database practices.
• Bilingual in English and Spanish is a strong plus.

Duties And Responsibilities

• Diligently follow up with Mortgage Consultants (MCs) to ensure they are on time for their scheduled appointments.
• Connect with clients to confirm upcoming appointments, handle rescheduling when necessary, and send out formal email confirmations to both the clients and the designated Mortgage Consultants.
• Actively monitor consultant availability and efficiently distribute incoming leads to available Mortgage Consultants in real time.
• Manage daily departmental email correspondence, ensuring timely responses, and tracking important updates or changes.
• Accurately update and maintain notes, metrics, and logs within Excel and Google spreadsheets.
• Process name change requests for the Customer Service team efficiently; update relevant files within the Loan Origination Software (LOS) and verify the authenticity of each request.
• Manage FHA case transfers and appraisal emails; submit formal requests using provided data, distribute invoices/payment links, and transfer case numbers via FHA Connection.
• Oversee daily Source and Endorser emails to update files accurately within the Byte platform. Pull Vonage call reports for files missing from the LOS and loop in the appropriate team members for resolution.
• Process email requests to delete duplicate files and update file statuses; purge unnecessary data from internal systems and provide confirmation of completion.
• Strategically assign client appointments to licensed consultants at least two hours prior to the scheduled meeting time.
• Compensation: $20.50 hourly
• Local candidates only at this time**

What We Bring

• Medical, Dental, Vision, 401k
• Paid time off and sick days
• Paid holidays
• Long-term paid disability
• Paid maternity and bonding leave
• Full desk equipment provided

American Financing Corporation (AFC) is an Equal Opportunity Employer. AFC does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis protected by law. All employment is decided on the basis of qualifications, merit and business need.

Education

Preferred

• High School or better

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.