Branch Admin Assistant

Open Systems Technologies; Bellevue (WA); On-site; USD 50,000 - 70,000; Full time

Job summary

Open Systems Technologies is seeking an administrative assistant to provide clerical support to mortgage processors, conduct file audits, and handle disclosure logistics in a fast-paced office environment.

The role requires strong data entry, customer service, and MS Office skills, with experience in mortgage lending preferred. Expect collaboration with branch leadership and coordination of mail and meetings.

Qualifications

• High school diploma or equivalent with 4+ years admin experience.
• Mortgage lending or finance background preferred.
• Experience processing loans is helpful.
• Typing speed 60–70 wpm stated above.
• Excellent customer service and confidentiality required.

Responsibilities

• Provide clerical support to Processors and assist with special projects.
• Complete loan file audits and reconcile files with actions.
• Print and mail disclosure documents.
• Coordinate with escrow for trailing items and follow up.
• Monitor and resolve appraisal and credit report invoice discrepancies.
• Support Branch Manager and Branch Operations Manager as needed.
• Answer incoming calls with courteous service and routing as needed.
• Sort and distribute incoming mail and packages; log all packages.
• Assist in preparing mailings for campaigns and deliveries.
• Maintain office supplies inventory and reorder as needed.
• Assist IT helpdesk with basic office tech issues.
• Perform general clerical duties including photocopying, faxing, filing.
• Prepare meeting materials and deliverables for meetings.
• Coordinate events and meetings with cross-functional teams.
• Create and update forms for file flow and efficiency.
• Perform other duties as assigned.

Skills

Typing 60-70 wpm

Customer service

Data entry

MS Office

Multitasking

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Job description

• Provide a high level of clerical assistance to Processors as needed, this may include completing special projects, compiling basic reports, ordering insurance, condo certificates, 4506s, FHA Case Numbers, LDP/GSAs, CAIVRs, any Bond Program items, subordination agreements, verifications, appraisals, title and escrow documents, etc.
• 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 in regards to 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, provide 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 the troubleshooting of basic office technology issues.
• Perform general clerical duties and office support, to include, but not limited to: photocopying, faxing, mail distribution and 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.
• Ethical, with a commitment to company values.