Administrative Assistant

We are seeking a highly organized and service-driven Admin Assistant to support a top-producing Loan Officer. The admin serves as the Executive and Administrative Assistant to the Loan Officer, overseeing lead management, calendar coordination, and database management while acting as the first point of contact for prospects, clients, and referral partners.

This role requires exceptional communication, time management, attention to detail, and a proactive mindset. The admin must always represent the Loan Officer and team professionally and strive to create a seamless "Wow-level" experience both internally and externally.

Bilingual in Spanish and English is a Plus+ but not required.

3+ Core Duties and Key Measurements

Client Care

• This role creates an amazing client experience right from the start.

Lead management

• Contact all newly received leads within four hours (or per LO direction)

• Maintain an 80%+ lead-to-consultation ratio

• Maintain a 60% plus lead-to-application ratio (or per LO direction)

Calendar management

• Set 20+ appointments weekly (or per LO direction)

• Ensure all appointments are scheduled prudently (triage)

• Confirm 100% of appointments at least 24 hours in advance

Database Management

• Coordinate 2+ monthly events

• Ensure 5+ monthly gifts are sent

• Manage 500+ mailers monthly

Miscellaneous

• Manage email inbox using the Delete, Defer, Do, Delegate

• Submit monthly expense reports

• And anything else required by the Loan Officer

Compensation - $36,000 per year plus health benefits

Essential Duties of This Position

• Bilingual in Spanish and English is a PLUS, but not required

• Excellent Client Care

• Lead Management

• Track and manage all leads using the CRM and Lead Tracker

• Onboard all new leads into the CRM

• Maintain and obsess over lead-tracking ratios

• Schedule borrower appointments (phone, video, or in-person)

• Provide daily, monthly, quarterly, and annual lead reports

• Calendar & Scheduling

• Set and confirm 100% of appointments for the Loan Officer

• Create Daily tasks for the Loan Officer

• Review next-day schedules before the end of the day

• Answer 90%+ of incoming calls for the LO and team

• Manage recurring referral partner meetings

• Ensure the LO is prepared for daily phone and appointment blocks

• Database Management

• Maintain a clean, organized CRM

• Manage birthday and home anniversary programs

• Coordinate client and partner events

• Support newsletters, handwritten notes, gifts, and post-closing follow-up

• Social Media posting

Additional Responsibilities

• Keep the Loan Officer on track for daily priorities

• Manage LO email and incoming correspondence (if applicable)

• Support LO technology and tools

• Handle administrative duties as needed

• Stay one step ahead of the Loan Officer at all times and be a great support

• High school diploma or equivalent

• Tech Savvy-Fast learner

• Excellent verbal and written communication skills

• Bilingual (Spanish and English) is a PLUS, but not required

• Excellent spelling and grammar

• Extreme attention to detail

• Strong organization, time management, and follow-through

• Good at Social Media

• Great A-Game team player who is energetic and wants the ability to learn and grow

• Highly motivated and coachable

• Ability to work under pressure and meet deadlines

• 2 years of excellent customer service experience

• Great team player who is energetic and excited to work and loves making calls

We believe great businesses are built by great people. Our team is led by leaders who genuinely care about their employees and are committed to creating an environment where people can grow, succeed, and enjoy coming to work each day.

Our culture is built around values that guide everything we do: integrity, teamwork, innovation, accountability, and putting people first. We set high standards, support one another, celebrate wins together, and believe everyone plays an important role in our success.

We're a goal-oriented team that knows what we're working toward and helps each other achieve it. We believe in clear expectations, open communication, and doing what we say we'll do.

We're building something special, and we're looking for someone who wants to help us build it. If you're motivated, take pride in doing great work, enjoy collaborating with others, and are excited to grow professionally, we'd love to meet you.