Administrative Assistant (Bilingual in Spanish Required)

About the position

The Administrative Assistant position at NOVA Home Loans is a vital role that provides a variety of clerical responsibilities, focusing on the administration and operational support of a designated branch. This position is essential for ensuring a seamless and efficient experience for both borrowers and Loan Officers. The Administrative Assistant will engage in borrower interaction, manage documents, and coordinate with various departments to facilitate the loan process. It is important to note that this is a non-licensed position, meaning that the Administrative Assistant is prohibited by law from taking residential mortgage applications or negotiating terms of a residential mortgage loan. This includes restrictions on starting a file in the Loan Origination System (LOS), pricing or locking in loans, and discussing loan terms with customers or partners. The role requires fluency in Spanish, as the Administrative Assistant must be able to speak, read, and write in the language to effectively communicate with a diverse clientele. A high school diploma or GED is required, along with a minimum of one year of experience in an office environment, preferably one with a high call volume. Additionally, candidates should have at least one year of experience in an administrative or mortgage industry role, as well as customer service experience. Previous experience in a mortgage or financial services environment is preferred. Key responsibilities include answering and directing phone calls, serving as the first point of contact for clients and vendors, maintaining communication with borrowers, scheduling appointments, preparing various documents, managing filing systems, and tracking loan applications. The Administrative Assistant will also oversee mail functions, manage supply inventory, and assist multiple departments with administrative tasks. This position is based in the corporate office and does not offer remote or hybrid work options, emphasizing the importance of in-person collaboration and support.

Responsibilities
? Answer and direct phone calls, take messages.
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? Serve as the first point of contact, addressing inquiries, greeting clients, vendors, visitors, and employees professionally.
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? Maintain regular communication with borrowers by providing updates, collecting documentation, disclosures, conditions, and required paperwork.
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? Schedule and confirm appointments with borrowers, ensuring they bring required documents.
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? Prepare reports, memos, letters, and other documents using various software tools.
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? Set up and manage both paper and electronic filing systems.
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? Complete forms and maintain records according to company procedures.
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? Prepare and organize loan files, ensuring all necessary documentation is collected and complete.
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? Track the progress of loan applications, keeping the assigned Loan Officer informed of any issues or delays.
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? Organize and track key dates for all active loans, manage pipeline, and update Loan Origination System (LOS) on the loan status.
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? May collect documentation, disclosures, conditions and required paperwork; collect appropriate fees.
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? Ensure accurate data entry in LOS, complying with rules and regulations.
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? Keep all stakeholders (Borrowers, Loan Officers, Real Estate Agents) updated throughout the loan cycle.
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? Assist multiple departments with filing and other administrative tasks.
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? Oversee all mail-related functions, including sorting, distributing, and preparing outgoing mail and packages.
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? Manage supply inventory, order supplies as necessary, and ensure office equipment is in good working order.
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? Perform weekly and monthly kitchen clean-ups.
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? Prepare and send birthday cards and announcements for NOVA? employees.
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? Receive client payments, fill out receipt of fees forms, and send to the Loan Servicing department.

Requirements
? Fluently speak, read, and write in Spanish.
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? High School Diploma or GED is required.
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? A minimum of one (1) year of experience supporting an office environment, preferably in an office with a high call volume.
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? Minimum of one (1) year in an administrative or mortgage industry role is required.
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? Minimum of one (1) year customer service experience.
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? Previous experience in a mortgage or financial services environment is preferred.

Nice-to-haves
? Knowledge of applicable federal, state, and local laws, rules, and regulations regarding all types of mortgage loans.
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? Ability to maintain a high level of confidentiality regarding private, trade secret and/or proprietary information.
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? Knowledge and understanding of computer software programs such as Microsoft Word, Excel, and Outlook as well as mortgage loan origination software.
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? Effective oral and written communication skills.
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? Excellent follow-up/follow through skills.
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? Strong attention to detail skills.
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? Ability to work in a fast-paced work environment and maintain quality and composure under pressure.
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? Ability to work independently and as part of a team.

Benefits
? 401(k) matching
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? Dental insurance
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? Disability insurance
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? Employee assistance program
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? Employee discount
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? Health savings account
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? Paid time off

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