Mortgage Administrative Coordinator IV

PURPOSE/OBJECTIVE: 

Supports the President of the Mortgage Division and the Mortgage Division Senior Management team by performing a variety of administrative duties involving matters that are often complex and confidential in nature, with minimal supervision and direction.  Balances multiple assignments and responsibilities and assists in the management and coordination of regional projects.

MAJOR RESPONSIBILITIES: 

Supports the Mortgage Division President and Mortgage Senior Management team by performing a variety of administrative duties involving matters that are often complex and confidential in nature.  Duties include developing and preparing numerous reports, preparing or approving and submitting requests for systems access and various levels of signing, assisting with the preparation of monthly reporting, and handling sensitive and confidential borrower information.

Administrative

• Prepare multiple weekly, monthly, and quarterly reports of regional sales and service activities, and jointly with the Regional Manager, analyze information to identify trends and conduct research for areas needing further information.
• Conduct research as needed to resolve any outstanding service issues.
• Analyze monthly reports ensure branches are within annual requirements.  Where issues are identified, present them to senior management for discussion and resolution.
• Bi-Weekly review of eTime Manager
• Ensuring non-exempt employee timecards are approved and signed off by a branch management member by the communicated deadline.
• Confirming employees are authorized to sign off on timecards.
• Maintain complex and detailed calendars.
• Responsible for the coordination and logistics of both internal and external meetings
• Organize all aspects for offsite conferences and external events, including catering.
• Expense Management – Processing invoices and expense claims for team members. Prepares monthly expense report for manager. Ensure all policies are followed and items are processed within guidelines. Subject matter experts for policies and procedures
• Produce high quality emails and messages to individuals at all levels of the organization.
• Handle regular activities without prompting in advance without issues or delays.
• Assist in editing spreadsheets and presentations including printing and binding for client meetings.
• Work with Excel and PowerPoint to assist in creation of division metrics
• Lead and coordinate in ad hoc projects as requested.

• Prepare and submit all Human Resource/Technology paperwork related to newly hired, promoted, or transferred employees, and assist in the preparation of employee salary recommendations.
  • Determine the appropriate level of authority based on position.
    • Prepare and submit all required Human Resource documentation.
    • Handle sensitive, complex customer issues and information/gather information on customer issues for division management                

PROBLEM SOLVING & DECISION MAKING: 

Incumbent has the authority to use discretion in some circumstances, but if/when written policy is unclear or there is any uncertainty, the incumbent seeks guidance from his/her Manager. 

REQUIREMENTS: 

• Associate’s degree or equivalent combination of training and experience
• 2 – 3 years of related job experience

Skills/Knowledge 

• Strong customer service and interpersonal skills
• Proficient communications
• Ability to be a self-starter 
• Strong organizational skills 
• Technologically proficient, particularly with Microsoft office suite -  Word, Excel, and PowerPoint.             

Working Conditions 

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee must be able to remain in a stationary position 50% of the time.  The employee frequently is required to operate a computer and other office productivity machinery, such as a calculator, copy machine, and printer. The employee is occasionally required to move about inside the office to access file cabinets, office machinery, etc. They also occasionally travel to locations outside of the facility, to attend meetings, trainings, events, and other business activities.  The employee occasionally positions self to maintain or access files in file cabinets. The employee must have the ability to communicate information and ideas so others will understand.  Must be able to exchange accurate information in these situations. The employee frequently observes details at close range (within a few feet of the observer). The employee must occasionally lift and/or move boxes or equipment up to 20 pounds across office for various needs. 

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Persons holding this position are generally subject to inside environmental conditions having the lighting, temperature, and noise level of an open floor-plan office environment (moderate, but occasionally loud at times). This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.