Administrative Assistant

Job Title : Branch Admin Assistant III

Location : Bellevue, WA

Contract length : 3+ months

Schedule : 40 hrs, 8:00a to 5:00p

Job Overview:

The Branch Administrative Assistant III 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 intermittent to low supervision, for performing full administrative duties in support of the branch office by providing customer service, conducting research, preparing reports, handling information requests, ordering supplies, and performing clerical functions such as preparing correspondence, copying, filing, faxing, and scheduling meetings.

• Job Overview: 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 regard 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 and 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, and 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 the 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.

• Job Qualifications: High school diploma or equivalent preferred, along with a minimum of four years of 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 are 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.