Administrative Assistant For Mortgage Team

Remote (United States)

Job Details

Location: United States

Workplace: Remote

Core Areas: Lead Management, Calendar Management, CRM Management, Appointment Scheduling, Client Care, Database Management, Lead Reporting, Referral Partner Coordination

Compensation: $50,000 per year.

About the Role

The Administrative Assistant For Mortgage Team provides executive and administrative support to a Loan Officer, with primary responsibility for lead management, calendar coordination, database management, client care, scheduling, and day-to-day administrative support. The position also serves as a first point of contact for prospects, clients, and referral partners and helps keep the Loan Officer organized and prepared for daily priorities.

This role requires strong communication, organization, time management, follow-through, customer service, and attention to detail. The successful candidate will manage leads through a CRM and Lead Tracker, coordinate appointments and referral partner meetings, maintain database programs, prepare lead reports, support client and partner outreach, and stay ahead of the Loan Officer's scheduling and administrative needs.

What You'll Do

Lead Management

• Contact all newly received leads within four hours, or according to the Loan Officer's direction.
• Maintain an 80% or higher lead-to-consultation ratio.
• Maintain a 60% or higher lead-to-application ratio, or according to the Loan Officer's direction.
• Track and manage all leads using the CRM and Lead Tracker.
• Onboard all new leads into the CRM.
• Closely monitor and maintain lead-tracking ratios.
• Provide daily, monthly, quarterly, and annual lead reports.

Calendar and Scheduling

• Set 20 or more appointments each week, or according to the Loan Officer's direction.
• Schedule appointments thoughtfully based on priority and need.
• Confirm 100% of appointments at least 24 hours in advance.
• Schedule borrower appointments by phone, video, or in person.
• Set and confirm all appointments for the Loan Officer.
• Review the following day's schedule before the end of each workday.
• Manage recurring meetings with referral partners.
• Ensure the Loan Officer is prepared for daily phone and appointment blocks.
• Keep the Loan Officer on track with daily priorities.

Client Care and Communication

• Provide excellent client care and create a strong client experience from the beginning of each relationship.
• Answer incoming calls for the Loan Officer and team.
• Professionally support prospects, clients, and referral partners throughout their interactions with the team.

Database Management and Client Outreach

• Maintain a clean, organized CRM and accurate database records.
• Coordinate two or more client or partner events each month.
• Ensure five or more gifts are sent each month.
• Manage more than 500 mailers each month.
• Manage birthday and home anniversary programs.
• Coordinate client and referral partner events.
• Support newsletters, handwritten notes, gifts, and post-closing follow-up activities.

Administrative Support

• Manage the Loan Officer's email inbox using the Delete, Defer, Do, Delegate method.
• Manage the Loan Officer's email and incoming correspondence when applicable.
• Submit monthly expense reports.
• Support the Loan Officer's technology and tools.
• Handle administrative duties as needed.
• Stay one step ahead of the Loan Officer by anticipating scheduling and administrative needs.
• Complete other tasks required by the Loan Officer.

Qualifications

Required Skills

• Excellent customer service skills.
• Strong verbal and written communication skills.
• Strong organization, time management, and follow-through.
• Ability to work under pressure and meet deadlines.
• Comfort with technology and the ability to learn new tools quickly.
• Energetic, team-oriented approach and comfort making phone calls.

Education

• High school diploma or equivalent.