New American Funding · 3 hours ago
Administrative Assistant
US-ME-Portland
Full-time
Onsite
New Grad, Entry LevelNew American Funding is a professional, growth-oriented mortgage team, and they are seeking an Administrative Assistant to support a manager with various administrative duties. The role involves planning and scheduling meetings, handling travel requests, and contributing to team efforts through various tasks.
Financial ServicesLendingMortgage
Responsibilities
Prepare reports by collecting information and analyzing data
Prepare expense reports and send in to Accounting
Filing and making folders
Develop and carry out an efficient documentation and filing system
Undertake the tasks of receiving calls, task messages and routing correspondence
Handle Travel Requests and queries appropriately
Maintain meetings and appointments and provide reminders
Run errands to various department stores, post office, etc
Contact all new leads within 4 hours and ensure timely follow-up
Track and manage all incoming leads, maintaining accurate lead ratios and performance metrics
Maintain and update all databases
Proactively contact pre-approved buyers and borrowers following Initial Loan Consultations (within 24 hours)
Review next-day schedules and ensure the LO stays on track with daily appointments
Manage and organize the LO’s email inbox and communications
Perform a daily operational “gauge check” to ensure nothing falls through the cracks
Maintain and support all technology tools used by the LO
Assist with general administrative duties and workflow organization
Deliver consistent Tuesday borrower update calls
Conduct pre-closing calls (48 hours prior to closing)
Make congratulatory funding calls and provide post-closing support
Review Closing Disclosures and assist with closing preparation
Contact borrowers, Realtors, and attorneys 24 hours before contingency deadlines
Consistently exceed borrower expectations through proactive, professional communication
Notify referring Realtors immediately upon issuing pre-approvals
Keep Realtor partners informed throughout the loan process
Proactively communicate loan status updates and important milestones
Dedicate one hour weekly to pre-approval and Realtor outreach
Coordinate 2+ monthly leveraged events
Assist with sending 2+ email newsletters per month and monitor open rates
Send handwritten notes, birthday cards, post-closing surveys, and client gifts
Help maintain strong post-closing relationships with borrowers and referral partners
Expedite onboarding for newly received contracts
Coordinate closely with loan processing teams to ensure efficient file movement
Attend weekly branch pipeline meetings and provide updates as needed
Submit monthly expense reports
Ensure all communication and documentation meets company and compliance standards
Qualification
Required
Prior experience in mortgage lending, real estate, financial services, or administrative support preferred but not necessary
Strong organizational skills with exceptional attention to detail
Excellent written and verbal communication skills
Ability to manage multiple priorities and deadlines simultaneously
Proactive, solution-oriented mindset with a high level of professionalism
Comfortable using or learning CRM systems, databases, and mortgage technology tools
Hands-on exposure to all aspects of the mortgage process
Great communication skills
Exemplary Planning and time management skills
Ability to multitask and prioritize daily workload
Discretion and confidentiality
Previous experience with expense reports
High School Diploma or equivalent
Benefits
Support a top-producing, relationship-driven Loan Officer
Be part of a professional, growth-oriented mortgage team
Clear opportunity for advancement from part-time to full-time
Hands-on exposure to all aspects of the mortgage process
A role where your organization, communication, and initiative truly matter
Company
New American Funding
New American Funding provides cutting-edge marketing and technology efforts allow us to compete with large banks.
Founded in 2003
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Rick Arvielo
Co-Founder and CEO
Jeff Farinich
SVP Technology and Chief Information Security Officer
Recent News
HousingWire.com
2025-12-24
2025-12-22
HousingWire.com
2025-10-29
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