The Role
Serve as the first point of contact for new leads: rapidly call leads, complete intake questionnaires, and schedule qualified loan consultations. Manage email and calendar, confirm appointments, maintain CRM accuracy, coordinate with third parties, and ensure seamless handoffs into the loan process. Hit weekly appointment targets and provide daily tracking and follow-up to prevent leads from falling through the cracks.
Summary Generated by Built In
The Admin LP1 / Executive Sales Assistant owns lead management, appointment setting, calendar, and day-to-day operational support. This role is the first point of contact for new leads and communicates directly with new leads, active prospects, clients, and business partners every day and must professionally represent the team at all times.
This is a phone-first, proactive role, not a back-office tracking seat. The LP1's core job is speed and appointments: reach every new lead fast, walk them through the intake questionnaire by phone, and get qualified consultations onto the calendar. It requires extraordinary communication skills, strong time and priority management, high attention to detail, and superb organization. The highest-priority focus areas are (1) speed-to-lead and appointment setting, (2) email and calendar management, and (3) system/CRM accuracy with a clean handoff into the loan process.
Key Responsibilities
1. Speed-to-Lead & Appointment Setting
- Contact every new lead within 4 hours of receipt, fast, warm, and personal. This is the team’s single most important LP1 standard.
- Take the intake questionnaire live on the phone while speaking with the lead.
- Schedule and confirm initial loan consultations on the calendar.
- Set 20 appointments per week for the Loan Officer.
- Confirm 100% of appointments 24 hours in advance so no one is left guessing; handle and re-book no-shows.
- Send loan applications promptly and track them through to completion, no lead falls through the cracks.
- Coordinate appointments with third parties as needed: realtors, financial planners, title companies, insurance agents, CPAs, and attorneys.
- Manage the inbox daily using the Delete, Defer, Do, Delegate framework.
- Ensure all emails are actioned same day; flag anything requiring personal attention.
- Draft and send email responses where appropriate.
- Own and maintain the calendar, schedule, protect, and de-conflict time.
- Maintain an organized inbox at all times and manage all incoming correspondence.
- Communication standard: respond to internal messages the same business day and to borrower/partner messages within 24 hours. Copy the appropriate team members (and, once a file is live, the team) on borrower and partner emails, and route calls and texts through the team's communication platform so activity is logged and visible.
- Maintain lead tracking in the CRM, ensure all contact information (name, phone, email) is current and accurate.
- Keep the lead & appointment pipeline and tracking documents up to date.
- Track every lead from first contact through appointment scheduled, no lead falls through the cracks.
- Ensure all systems are aligned and the team always knows the current status of every lead and active file.
- Provide a daily view of who needs to be called, followed up with, or actioned.
Skills, Knowledge and Expertise
- Excellent organizational skills.
- Strong attention to detail.
- Confident and professional phone communication skills.
- Clear English with a minimal accent.
- Experience using Google Workspace, including Google Sheets, Calendar, Gmail, Docs, and Drive.
- Comfortable making outbound calls to leads, clients, and business partners.
- Able to manage multiple tasks and stay organized in a fast paced environment.
- Positive and professional attitude.
- Self motivated and able to work with minimal supervision.
- Reliable and dependable.
- Able to work well under pressure and meet deadlines.
- Experience using a CRM or lead management system.
- Previous experience using a phone or dialer system.
- Experience with mortgage software or loan origination systems is a plus (training will be provided).
Benefits
- Above market salary
- HMO on Day 1 for principal and two dependents
- Government-mandated benefits
- Performance-based Incentives
- Quarterly Company Events
- 1,000 PHP De Minimis
- Equipment and software provided
About
NightOwl Consulting was born from the desire for more! As prior clients of a BPO, we found ourselves struggling with support, understanding of our business industry, and the treatment of our global family… from this, NightOwl Consulting was born. Our mission is to connect companies with world-class talent with the overall vision to build a global family that aspires to reach its highest potential.
Skills Required
- Excellent organizational skills
- Strong attention to detail
- Confident and professional phone communication skills
- Clear English with a minimal accent
- Experience using Google Workspace (Sheets, Calendar, Gmail, Docs, Drive)
- Comfortable making outbound calls to leads, clients, and partners
- Ability to manage multiple tasks and stay organized in a fast paced environment
- Self-motivated and able to work with minimal supervision
- Reliable and dependable; able to work under pressure and meet deadlines
- Experience using a CRM or lead management system
- Previous experience using a phone or dialer system
- Experience with mortgage software or loan origination systems
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The Company
What We Do
NightOwl Consulting helps businesses and people realize new possibilities by connecting companies with world-class talent and building a global family that aspires to reach its highest potential.
