Branch Administrative Assistant

Guild Mortgage; Oakdale (MN); On-site; USD 23,419 - 24,796; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Life insurance

AD&D

LTD

401(k) match

Job summary

Guild Mortgage is seeking a Branch Administrative Assistant to support daily branch operations with reception duties, data entry, and clerical tasks. You will greet visitors, route calls, prepare documents, and assist the Branch Manager as needed.

The role emphasizes strong customer service, organization, and accuracy in handling mail, supplies, and scheduling. Prior admin experience and proficiency with Microsoft Office are preferred.

Qualifications

• High school diploma or equivalent preferred, with ≥1 year admin experience.
• Ability to type 60-70 wpm.
• Proficiency with Word, Excel, and PowerPoint.
• Strong customer service and confidentiality.
• Organized, detail oriented, able to manage multiple priorities.

Responsibilities

• Welcome visitors and direct them to the appropriate party.
• Answer calls and provide courteous information or route to correct person.
• Maintain up-to-date employee directory and support branch staff.
• Assist Branch Manager and Operations Manager as needed.
• Handle mail, packages, and office supply orders and deliveries.
• Prepare meeting materials and coordinate events and conferences.
• Troubleshoot basic office technology with IT helpdesk.

Skills

Excellent communication

Highly organized

Data entry

Customer service

Typing 60-70 wpm

MS Office proficiency

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Wiki

Job description

Guild Mortgage Company, closing loans and opening doors since 1960. As a mortgage banking firm, we are dedicated to serving the homeowner/buyer. Our goal is to provide affordable home financing for our customers, utilizing the best terms available while providing a level of professionalism and service unsurpassed in the lending industry.

Position Summary

The Branch Administrative Assistant plays an important role in the organization by performing a number of tasks related to the branch’s administrative functions. The role is primarily responsible, under general supervision, for performing full administrative and reception duties in support of the branch office by providing customer service, answering calls, handling information requests, ordering supplies and performing clerical functions such as preparing correspondence, copying, filing, faxing, mailing and scheduling meetings.

Essential Functions

• Welcome visitors by greeting them, making sure they are comfortable, and directing them to the appropriate party.
• Answer incoming calls, provide responsive and courteous service to callers by providing information or routing them to the appropriate party as needed.
• Maintain up-to-date employee directory.
• Provide assistance to Branch Manager and Branch Operations Manager 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 troubleshooting of basic office technology issues.
• Assist walk‑in applicants by handing out employment applications and directing them to Guild’s employment website.
• 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.
• Monitor, reconcile, and respond to appraisal and credit report invoice discrepancies.
• Coordinate events, meetings, and conferences with cross‑functional departments; prepare agendas and set‑up meeting facilities as needed.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent preferred, along with a minimum of one year experience in an administrative assistant related role(s).
• Prior experience in Mortgage lending, Finance, or similar field 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.

Company Required Skills

• Excellent verbal and written communication skills required.
• Highly organized and detail‑oriented; ability to work in a fast‑paced, metrics‑driven environment required.
• Proficiency in Microsoft Office Suite, Word, Excel, Wiki, collaborative cloud‑based programs, and third‑party software applications required.
• Commitment to company values.
• Customer Service - Proactive attention to each person
• Integrity - Do and say what's right
• Respect - Treat others with dignity
• Collaboration - Listen and work together
• Learning - Seek knowledge and strive for improvement
• Excellence – Deliver the unexpected

Supervision

• General supervision required, depending on experience
• Apply sound judgment in execution of core job responsibilities
• Travel: 0%

Requirements

• Physical: Work is primarily sedentary; general office mobility. The position requires the ability to occasionally lift office equipment and supplies weighing up to 20 pounds
• Manual Dexterity: Frequent use of computer keyboard and mouse.
• Audio/Visual: Ability to accurately interpret sounds and associated meanings at a volume consistent with interpersonal conversation. Regularly required to accurately perceive, distinguish and interpret information received visually and through audio; e.g. words, numbers and other data broadcasted aloud/viewed on a screen, as well as print and other media.
• Environmental: Office environment – no substantial exposure to adverse environmental conditions.

Statement

This document describes the general content and identifies essential functions and requirements for performing this position. It is not intended to be an exhaustive statement of duties, responsibilities, or requirements. Guild Mortgage complies with the ADA and considers reasonable accommodation measures that may be necessary for eligible applicants/employees to perform essential job functions. Employment with Guild Mortgage is at‑will, meaning that either the Company or an employee may terminate the employment relationship at any time, with or without cause, advance notice or stated justification.

Guild offers a pleasant work environment, competitive compensation and excellent benefits package; including medical, dental, vision, life insurance, AD&D, LTD and 401(k) with employer match.

Guild Mortgage Company is an Equal Opportunity Employer.

Target Salary Range: $17.00 - $18.00

Compensation at Guild is influenced by a wide array of factors including but not limited to local and federal minimum wage requirements, education, level of experience, and applicant’s geographical location.