Bank of England / Bank of England Mortgage 

Administrative Assistant / Receptionist 

Job Description 

Typical business work hours are 8:00 A.M. to 5:00 P.M. Monday through Friday, some over-time may be required on rare occasion. As the Administrative Assistant/Receptionist, you will be expected to demonstrate a sense of urgency, willingness to work closely with others, and be part of a team whose primary focus is service to our customers as you will be their first point of contact. This is a non-exempt position. 

Purpose: 

The Bank of England Mortgage Administrative Assistant Receptionist/is to support & assist with the utmost professionalism & enthusiasm regarding incoming & outgoingcommunications of the office (verbal & written), greeting clients, guests, vendors and employees. Manage the switchboard by directing callers to the proper department or employee staff member so the caller’s requests, concerns or needs can be addressed in a timely manner. Assist staff with booking appointments, sorting mail, checking-in supply orders and vendor deliveries.  

Essential Functions/Duties: 

1. Demonstrate punctuality and professionalism in all aspects of the role.  

2. Properly open and close reception area.  

3. Greet and assist all guests of the bank. 

a. Handle guests, clients & vendors’ questions & concerns professionally and courtesy.  

 b. Maintain a positive attitude and contribute toward a quality work environment. 

 c. Provide accurate, appropriate and immediate responses or assistance to all requests by guests, clients & vendors’ ensuring complete satisfaction. 

d. Communicate to management any and all occurrences involving staff, guests, clients or vendors that require attention. 

4. Receive, direct and relay telephone and fax messages properly. 

5. Develop ability to work without constant direct supervision and remain at assigned post for extended periods of time. 

6. Maintain postage machine supplies and reorder when necessary.  

7. Coordinate the repair and maintenance of office equipment (Printers/Copiers, Phones & Elevators). 

8. Sort and distribution Incoming mail & deliveries 

9. Weigh and properly package/distribute all outgoing written communication according toinstructions provided. This includes items sent via U S Postal Service, FedEx, UPS, or other delivery services. 

10. Receive all incoming packages delivered and distribute them to correct personnel. 

11. Receive all facsimiles and electronic communication sent to general fax number or emailaddress for the mortgage office and distribute to appropriate personnel. 

12. Assist in scheduling various meetings and/or social events for management and staff personnel. 

13. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies 

14. Clerical Duties: 

a. Mail-outs for all departments after approval of Branch Manager 

b. Make file folders, Set-Up files and file 

c. Set-Up various spread-sheets for various project management. 

d. Assist Branch Manager & Staff with printing, collating & putting various packets together for projects as assigned or directed by Branch Manager 

e. Other duties as assigned or directed by Branch Manager and Management. 

15. Protect Company’s reputation and image by maintaining client confidentiality; deliver a high level of customer service by keeping client loan information confidential. 

16. Honesty and integrity in dealing with others and accountability in standing behind your work; initiative and self-motivation in serving the client, getting the jobcompleted thoroughly and on time; ability to listen to others and understand their needs; confidence in yourself and enthusiasm regarding your service. Organizational skills in having the ability to prioritize and manage numerous tasks at the same time. 

17. Other duties as assigned. 

Required & Preferred Education & Experience: 

1. High School Diploma or GED equivalent required, some college preferred. 

2. Ability to operate standard office equipment i.e. computer (software programs & email), telephone systems, calculators, copiers, facsimile machines andtypewriter. 

3. Proficient computer skills with MS Office, Microsoft Word and Excel. Must demonstrate the ability to learn and comprehend new software that used on a daily basis. 

4. Excellent customer service skills; written and oral communication skills and ability to demonstrate control, flexibility and maintain quality and high productivity when dealing with internal and external customers and changing work demand. 

5. Ability to multi-task and operate in a high-volume, fast-paced environment.