Mortgage Administrative Assistant

GENERAL DESCRIPTION OF POSITION

The Mortgage Administrative Assistant provides essential administrative and operational support to the Mortgage Department. This role focuses on vendor management, system access, documentation, reconciliation tasks, onboarding support, and research functions that help maintain efficient and compliant mortgage operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Provide day to day administrative assistance to mortgage leadership and department staff, maintaining organized and up to date files, records, logs, and reporting documents.

2. Support internal audit activities by gathering necessary documentation and ensuring all departmental records are complete, accurate, and properly maintained.

3. Coordinate onboarding for new mortgage department users by managing system access requests, permissions, workflow setup, and credentialing for internal and third party systems. 

4. Ensure timely updates to user access for role changes, department transfers, and terminations.

5. Maintain accurate user access logs and ensure all access related activities meet security, compliance, and audit requirements.

6. Manage vendor administrative access, including credential updates, profile maintenance, and tracking documentation, renewals, and contact information.

7. Work closely with technology, compliance, and information security teams to ensure vendor access and system permissions adhere to company policies and security requirements.

8. Prepare cashier’s checks for escrow overages, ensuring accuracy and proper supporting documentation.

9. Reconcile company credit card statements by gathering receipts, coding transactions, identifying discrepancies, and coordinating follow up to resolve missing documentation or corrections.

10. Assist with tasks that fall outside routine procedures, providing additional administrative steps, troubleshooting, and problem solving as needed.

11. Respond to internal and external audit inquiries by gathering required documentation, researching file history, and ensuring accurate and timely information is provided.

12. Issue checks on behalf of the Construction Administrative Department on an as needed basis.

13. Participate in cross departmental initiatives, supporting workflow improvements, special projects, and other assignments from mortgage leadership.

14. Provide adaptable support across all mortgage functions as operational needs arise.

15. The ability to work in a constant state of alertness and in a safe manner.

16. Complete required BSA/AML training and other compliance training as assigned.

17. Perform any other related duties as required or assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

Knowledge of a specialized field (however acquired), such as basic accounting, computer, etc. Equivalent of four years in high school, plus night, trade extension, or correspondence school specialized training, equal to two years of college, plus 3 years related experience and/or training and 2 years related management experience.

COMMUNICATION SKILLS

Ability to read, analyze, and understand general business/company related articles and professional journals; Ability to speak effectively before groups of customers or employees.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

CRITICAL THINKING SKILLS

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Not indicated.

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS 

Not indicated.

SOFTWARE SKILLS REQUIRED

Intermediate: 10-Key, Accounting, Alphanumeric Data Entry, Database, Spreadsheet, Word Processing/Typing

Basic: Contact Management, Human Resources Systems, Payroll Systems, Presentation/PowerPoint

WORKING CONDITIONS

Periodically exposed to such elements as noise, intermittent standing, walking, pushing, carrying, or lifting; but none are present to the extent of being disagreeable.

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations. 

Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.

While performing the functions of this job, the employee is continuously required to talk or hear, sit; occasionally stoop, kneel, crouch, or crawl; frequently required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms. The employee must occasionallylift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

ADDITIONAL INFORMATION