Administrative Assistant

Job Summary
We are seeking a dynamic and detail-oriented bilingual Administrative Assistant to join our team and support daily office operations with enthusiasm and professionalism. This vital role involves managing administrative tasks, coordinating tenant needs, supporting mortgage-related processes, running essential errands, and ensuring the smooth functioning of our office environment. The ideal candidate will be proactive, highly organized, and possess excellent communication skills to help foster a productive and welcoming workplace. Whether handling front desk duties, gathering loan documents, paying bills, managing schedules, or assisting with bookkeeping activities, you will play a key role in maintaining operational excellence.

Duties

• Greet visitors and manage the front desk with a friendly, professional demeanor, ensuring a positive first impression.
• Answer multi-line phone systems promptly and courteously, directing calls efficiently to the appropriate team members.
• Perform data entry and maintain accurate records using Microsoft Office, Google Workspace, and QuickBooks accounting software.
• Gather required financial documents from clients to complete initial pre-loan approval packages.
• Take loan applications, review for completeness, and coordinate directly with borrowers throughout the mortgage process.
• Maintain a working understanding of mortgage loans, lending guidelines, and loan product options to support clients and the loan team effectively.
• Organize and file documents systematically to ensure easy retrieval and compliance with company policies.
• Manage calendar appointments, schedule meetings, and coordinate events to optimize office productivity.
• Support bookkeeping tasks such as invoicing, expense tracking, paying company bills, and basic payroll functions using QuickBooks.
• Coordinate communication with rental tenants, respond to maintenance inquiries, and assist with rental-related administrative tasks.
• Provide exceptional customer support by addressing inquiries via phone or email with patience and clarity.
• Assist with proofreading correspondence, reports, and other documents to ensure accuracy and professionalism.
• Run business-related errands as needed to support office and property operations.
• Maintain office supplies inventory and coordinate repairs or maintenance as needed.
• Handle clerical duties including photocopying, faxing, mailing, and data entry to keep daily operations flowing seamlessly.

Skills

• Proven experience in office management, administrative support, or banking related roles with strong organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace tools (Gmail, Calendar, Drive).
• Excellent phone etiquette with experience managing multi-line phone systems in a professional setting.
• Strong computer literacy including data entry, document proofreading, and basic bookkeeping using QuickBooks.
• Knowledge of mortgage loans, loan products, and the pre-approval process is highly preferred, but not necessary.
• Experience coordinating with tenants or supporting rental property operations is a plus, but not required.
• Bilingual abilities are highly valued for effective communication with diverse clients and team members.
• Exceptional time management skills to prioritize tasks efficiently in a fast-paced environment.
• Previous experience as a receptionist, loan assistant, or personal assistant is beneficial for seamless operations.
• Knowledge of banking or mortgage lending receptionist duties is a plus.
• Familiarity with office equipment such as printers, scanners, fax machines, and filing systems.
• Ability to handle confidential information discreetly while maintaining high standards of accuracy and attention to detail.

Pay: $30.00 - $35.00 per hour

Expected hours: 40.0 per week

Benefits:

• Paid time off

Work Location: In person

Salary : $30 - $35