Administrative Assistant
Job Type: Full-Time (30 hours per week)
Work Hours: Monday to Friday, 10:00 AM to 5:00 PM Pacific Time, with a 1-hour unpaid break
Salary: TBD
Job Overview:
We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant to provide day-to-day administrative and client support. This role will support both mortgage and law firm operations and will be responsible for updating spreadsheets and records, preparing proposals, monitoring required documents, following up with existing clients for missing information, and assisting with various administrative tasks to keep daily operations organized and running smoothly.
The ideal candidate is dependable, detail-oriented, comfortable communicating with clients by phone and email, and able to manage multiple tasks while maintaining accuracy. The selected candidate will receive two weeks of daily training with the Executive Assistant to become familiar with the company's processes, systems, and workflows.
Key Responsibilities:
- Update and maintain spreadsheets, trackers, and other administrative records.
- Prepare proposals and other documents using established templates and instructions.
- Review documents and client files to identify items that have been received, are missing, or are still needed based on provided checklists.
- Contact existing clients by phone to request missing information or documents, such as identification, mortgage statements, and other required items.
- Make outbound calls to existing clients using RingCentral to request missing documents or information and provide general updates.
- Maintain organized records of all leads, client information, and interactions in the CRM.
- Update and maintain accurate information in GoHighLevel (GHL).
- Monitor and manage email correspondence through Gmail, ensuring timely responses and follow-ups.
- Track outstanding documents and follow up with clients as needed.
- Organize and maintain digital files and documentation.
- Assist with preparing, reviewing, and organizing documents.
- Provide general administrative support to the team and assist with additional tasks as needed.
- Maintain confidentiality when handling client information and business records.
- Follow established processes and procedures and complete tasks accurately and on time.
Required Skills & Qualifications:
- Previous experience as an Administrative Assistant, Secretary, Virtual Assistant, Office Assistant, or in a similar administrative role.
- Excellent organizational and time-management skills.
- Strong attention to detail and accuracy.
- Strong written and verbal English communication skills.
- Comfortable communicating with clients professionally by phone and email.
- Proficiency in Google Workspace, particularly Gmail and Google Sheets.
- Experience with or willingness to learn GoHighLevel (GHL) and RingCentral.
- Ability to maintain organized records and accurately update spreadsheets and CRM information.
- Strong follow-up skills and ability to keep track of outstanding items.
- Ability to follow checklists, instructions, and established processes.
- Comfortable handling confidential and sensitive information.
- Ability to multitask, prioritize responsibilities, and meet deadlines.
- Self-motivated, dependable, and able to work independently after training.
- Willingness to participate in two weeks of daily training with the Executive Assistant.
- Mortgage, real estate, lending, legal, or financial services experience is a plus but not required.
Note: An NBI or police clearance will be required upon acceptance of the job offer.
