Administrative Assistant

Position: Administrative Assistant (Part-Time | Growth to Full-Time)

Location: On-site at 75 Market Street, Ste. 500 | Portland, ME 04101

Pay: $17- $20/ hr depending on exp

Position Summary:

We are seeking a highly organized, proactive, and detail-oriented Mortgage Administrative Assistant to support a top-producing Loan Officer (LO). This role is critical to delivering an exceptional borrower and Realtor experience while ensuring smooth daily operations, strong follow-up, and consistent communication.

The ideal candidate is someone who stays one step ahead, thrives in a fast-paced environment, and takes pride in organization, communication, and relationship management. This position will start part-time, with a clear opportunity to grow into a full-time role based on performance and business needs.

Lead & Database Management

• 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)

Loan Officer Support & Daily Operations

• 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

Borrower Communication & Experience

• 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

Realtor & Referral Partner Support

• 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

Marketing & Relationship Management

• 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

Pipeline & Team Collaboration

• 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

Reporting & Compliance

• Submit monthly expense reports
• Ensure all communication and documentation meets company and compliance standards

1. Prior experience in mortgage lending, real estate, financial services, or administrative support preferred but not necessary
2. Strong organizational skills with exceptional attention to detail
3. Excellent written and verbal communication skills
4. Ability to manage multiple priorities and deadlines simultaneously
5. Proactive, solution-oriented mindset with a high level of professionalism
6. Comfortable using or learning CRM systems, databases, and mortgage technology tools

Why Join Our Team

• 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

Other Duties: This job may require frequent sitting or standing for long periods of time. This job profile is not intended to be an all-inclusive list of job duties and responsibilities, as one may perform additional related duties as assigned in order to meet the needs of the organization.

Work Authorization: Must be able to verify identity and employment eligibility to work in the U.S.

[EOE/M/F/D/V. Drug-free workplace.]

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.  Must be able to lift up to ten pounds.  Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a keyboard; and to verbally communicate to exchange information.  VISION:  See in the normal visual range with or without correction.  HEARING:  Hear in the normal audio range with or without correction.

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