Administrative Assistant

JOB TITLE: Administrative Assistant REPORTS TO: President / Operations Manager

DEPARTMENT: Administration LOCATION: Traverse City, MI

JOB SUMMARY

The Administrative Assistant serves as a vital member of the title agency team, providing administrative, operational, and customer service support throughout the real estate transaction process. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Responsibilities include assisting with transaction setup, supporting escrow accounting functions, and providing outstanding customer service. The Administrative Assistant plays an important role in creating a positive client experience while helping ensure smooth and timely real estate closings.

Successful candidates are proactive, dependable, and team-oriented professionals who thrive in a collaborative environment. They possess strong communication skills, a commitment to accuracy, and a willingness to learn the title and escrow process. This position offers an opportunity to contribute significantly to the overall success of the agency by supporting both operational efficiency and customer satisfaction.

DUTIES & RESPONSIBILITIES

· Answer and direct incoming phone calls and general email inbox

· Greet clients, real estate agents, and lenders in a professional manner

· Manage calendars, appointments, and meeting schedules

· Order office supplies and assist with general office organization

· Open new title and escrow orders and enter information into company software

· Assist with escrow accounting functions, deposits, and disbursements

· Verify receipt of required documents and funds

· Maintain accurate transaction records and ensure compliance with company procedures

· Maintain confidentiality of client and transaction information

· Follow company policies and industry regulations

· Support efforts to ensure accurate and timely processing of all files

QUALIFICATIONS / EXPERIENCE

· High school diploma or equivalent required; associate degree preferred

· Previous administrative, title, escrow, mortgage, banking, or real estate experience preferred

· Strong organizational and time management skills

· Excellent verbal and written communication skills

· Proficiency in Microsoft Office (Word, Excel, Outlook)

· Strong attention to detail and accuracy

· Professional demeanor and customer-focused attitude

CERTIFICATIONS, LICENSES, INSURANCE

· Notary public status is preferred or must be obtained if required for the position.

· Must meet any company, underwriter, or state requirements applicable to the role.

SKILLS

· Adaptable: adapts to new, different, or changing requirements

· Dependable and reliable: displays responsible behaviors at work and follows through on commitments

· Initiative: demonstrates a willingness to work, anticipates needs, and seeks out new work challenges

· Integrity: treats others with honesty, fairness, and respect

· Organization and follow-through: plans and prioritizes work to manage time effectively and accomplish assigned tasks

· Problem solver: applies critical thinking skills to identify issues, evaluate options, and support timely solutions

· Technology: uses information technology and related applications to convey and retrieve information; demonstrates strong computer and typing skills in Microsoft Office, email programs, internet browsers, and title production software

· Team player: works effectively with the Internal team members to support timely closings

ESSENTIAL JOB FUNCTIONS

This position requires repetitive use of a keyboard, extensive phone and computer use, sitting for extended periods, bending, light lifting, simple grasping, reviewing detailed financial information, and the ability to communicate effectively by phone, email, and in person. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

NOTE

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or requirements. Duties and responsibilities may be adjusted based on business needs.

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Experience:

• Administrative Assistant: 1 year (Preferred)

Ability to Commute:

• Traverse City, MI 49686 (Required)

Work Location: In person

Salary : $18 - $22