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Guild Mortgage · 4 months ago

Branch Administrative Assistant III

Prescott, AZ

Part-time

Onsite

Mid Level

4+ years exp

Guild Mortgage Company, closing loans and opening doors since 1960, is dedicated to serving the homeowner/buyer. The Branch Administrative Assistant III plays an important role in providing administrative support to the branch office, including customer service, clerical tasks, and office management.

Consumer LendingLendingMortgageReal Estate

Responsibilities

Provide a high level of clerical assistance to Processors as needed, this may include completing special projects, compiling basic reports, ordering insurance, condo certificates, 4506s, FHA Case Numbers, LDP/GSAs, CAIVRs, any Bond Program items, subordination agreements, verifications, appraisals, title and escrow documents, etc

Complete loan file audits, reviewing files for accuracy and completeness; reconcile files with actions when needed, including cancelling files and maintaining records for required time periods

Print and mail disclosure documents

Contact escrow companies in regards to trailing items, tracking items and following up accordingly until all documents are received

Monitor, reconcile, and respond to appraisal and credit report invoice discrepancies

Provide assistance to Branch Manager and Branch Operations Manager as needed

Answer incoming calls, provide responsive and courteous service to callers by providing information or routing them to the appropriate party as needed

Collect, sort, and correctly distribute incoming mail and packages; log all packages per branch procedure

Assist in the preparation and delivery of mailings as needed

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

Partner with IT helpdesk and assist in the troubleshooting of basic office technology issues

Perform general clerical duties and office support, to include, but not limited to: photocopying, faxing, mail distribution and filing

Make copies and prepare other deliverables for meetings and marketing campaigns

Maintain a tidy and comfortable office space by picking up waste, watering plants, tidying kitchen area, refreshing magazines, etc

Compose, type, and distribute correspondence and memos

Coordinate events, meetings, and conferences with cross-functional departments; prepare agendas and set-up meeting facilities as needed

Create and update forms for file flow and efficiency

Perform other duties as assigned

Qualification

Mortgage lending experienceData entry proficiencyMicrosoft Office proficiencyTyping speed 60-70 wpmCustomer service excellenceProfessionalismAttention to detailVerbal communicationWritten communicationOrganizational skills

Required

Ability to type 60-70 wpm

Passionate about delivering excellence in customer service

High levels of diplomacy, tact, and confidentiality a must

Demonstrated patience and professionalism when interacting with both internal and external customers

Proficiency with data entry, Microsoft Word, Excel and PowerPoint required

Ability to organize and manage multiple priorities simultaneously

Excellent verbal and written communication required; excellent spelling, grammar, and punctuation skills

Self-motivated with a strong attention to detail

Intermittent to low supervision required, depending on experience

Apply sound judgment in execution of core job responsibilities

Physical: Work is primarily sedentary: general office mobility. The position requires the ability to occasionally lift office equipment and supplies weighing up to 20 pounds

Manual Dexterity: Frequent use of computer keyboard and mouse

Audio/Visual: Ability to accurately interpret sounds and associated meanings at a volume consistent with interpersonal conversation. Regularly required to accurately perceive, distinguish and interpret information received visually and through audio; e.g., words, numbers and other data broadcasted aloud/viewed on a screen, as well as print and other media

Environmental: Office environment – no substantial exposure to adverse environmental conditions