Administrative Assistant

Peakhill Capital

Peakhill Capital is a full-service commercial mortgage banking firm. We provide a variety of commercial real estate financing for investors and owner-occupied properties to facilitate purchases, refinancing, construction, equity, and many other loan programs for multifamily properties, office, retail, and industrial.

We are looking for an Administrative Coordinator. This position coordinates multiple projects and tasks and performs responsibilities as directed within determined time frames with a high level of accuracy. Work may be of a confidential nature and requires judgement, precise care, attention to detail and follow-up. May cross-train in other support functions (marketing, research analyst, general administrative support and loan closings) to provide coverage and support in these areas. This is an in-person role at our office in Edina, MN.

Responsibilities:

SALES & MARKETING

• Prepares and prints meeting agendas and related documents for scheduled meetings.
• Handles Contact and Account updates in Salesforce.
• Prepares weekly call list for producers.
• Pulls pertinent information and photos for relevant marketing email blasts.
• May handle travel arrangements and special meeting/event needs.
• Performs data input functions, creates and manages electronic files and documents, prepares mailings, proofs documents for accuracy, maintains sensitive and confidential information, organizes and files important company related correspondence.
• At time of loan closings, when payment has been received, promptly notifies management of payment receipts, creates mortgage object in Salesforce, inputs accurate loan details and ensures fee revenue in Salesforce and ties out to QuickBooks online records.
• Ensures a timely and complete renewal for broker and all licensed associates within the company. This includes online validation of credits, ensuring requirements are met, and payment of renewal fees.

FINANCE & ACCOUNTING

• Verifies, validates, approves money transfer requests from Finance Manager and retains records for audit verification if necessary.
• Enters bills, creates invoices, processes payments and deposits, monitors account receivables and account payables within QuickBooks online and deposits daily checks remotely with banking app. Oversees the timely collection of employee monthly expense reports, organizes receipts, verifies accuracy, follows up on discrepancies, and processes report(s) for payment.
• Orders office supplies, maintains office equipment, sorts and distributes mail, scans, files, copies documents and runs miscellaneous errands as necessary.

OPERATIONS

• Scans and files original documents
• Mails original documents to borrowers and payees
• Assists Operations Manager with weekly meeting preparation, calendar management, general IT tasks
• Assists Underwriting with entering quotes into Salesforce and SAM network and Data entry into sizing models
• Obtaining insurance certificates that meet lender requirements on all new correspondent loans.
• Generate invoices for origination fees collected at closing
• Collecting final signed loan documents after loan closes
• Perform any additional ad hoc duties or special projects as requested or assigned.

Qualifications, Education, and/or Experience:

• Individual courses, certificate, associate’s degree or bachelor’s degree with emphasis in administrative support, bookkeeping, business or accounting is strongly preferred.
• Minimum of three to five years of relevant experience.
• Experience in commercial real estate, asset / portfolio management, finance and/or accounting is a plus.
• Excellent communication skills including listening, verbal and writing skills and ability to process information timely and accurately is required.
• Understands software tools (MS Office, Salesforce, etc.) and how to leverage to create efficiencies.
• Solid understanding of Microsoft Office suite (Word, Excel, PowerPoint, and Outlook e-mail/calendars, etc.) and internet functionalities are required.
• Experience and familiarity with Salesforce.com and its workflow processes and reporting is a plus.

Skills/Abilities:

• Requires sound judgment, critical thought, problem solving abilities, initiative, adherence to and development of documentation and compliance issues, accuracy, and efficiency in daily function.
• Involves frequent contact with company leadership, loan producers and vendors; occasional contact with borrowers and borrower’s staff primarily for the purpose of furnishing or obtaining factual information.
• Proven ability to proficiently and accurately maintain and organize efficient and effective filing systems (manually and electronically); create and manage workflow processes manually and with automation where appropriate; input, update and manipulate information databases.
• Is proactive, reliable, self-motivated, organized and detail oriented.
• Must have a professional demeanor with a customer service focus, excellent organizational and follow through skills, ability to generate professional reports, correspondence, etc. and can be trusted to handle confidential/private and sensitive material with discretion.