Office Administrator

Waterstone Mortgage Corporation - Saint Paul, MN

Full-time

Remote - Saint Paul, MN

Credit Intermediation and Related Activities

About the position

Waterstone Mortgage is seeking a highly organized and experienced Administrative Assistant to join our team in Woodbury, Minnesota. This role is essential for supporting the Branch Manager and ensuring the smooth operation of the office. The ideal candidate will be proactive, detail-oriented, and passionate about providing exceptional administrative support. Responsibilities include managing business-related tasks such as creating and submitting reports, coordinating appointments, and overseeing office functions. The successful candidate will also handle internal and external correspondence, ensuring that all communications are timely and professional. Additionally, this position requires a flair for event planning and coordination, as the branch is involved in various marketing efforts and networking meetings. The Administrative Assistant will play a crucial role in maintaining a productive work environment. This includes overseeing incoming calls, routing them efficiently to the appropriate team members, and ensuring a welcoming experience for visitors to the office. The candidate will collaborate closely with the Branch Manager to align on calls and schedules, confirming realtor appointments weekly and following up as necessary. The role also involves initiating outreach to past clients to solicit online reviews and executing a monthly post-close checklist, which includes sending thank you cards and updating relevant systems. This position is in-office, requiring attendance Monday through Friday, and is not open to remote work.

Responsibilities

• Oversee and support all administrative duties in the office and ensure that the office is operating smoothly.
• Coordinate incoming calls, efficiently routing them to respective team members.
• Oversee visitors to the office and ensure a friendly, personal experience.
• Collaborate closely with the Branch Manager to ensure alignment with calls and schedule.
• Confirm all realtor appointments weekly, following up the day before and day of as needed.
• Initiate email and text outreach to past clients to solicit online reviews.
• Execute monthly post-close checklist including thank you cards and updating Jungo and pipeline.
• Support Branch Manager in organizing networking meetings.
• Assist in branch's marketing efforts and event coordination.

Requirements

• A high school diploma or general education degree (GED) is required.
• 10+ years of related work experience is preferred.
• Intermediate knowledge of related computer applications such as Microsoft Office is required.
• Good grammar and diction are required.
• Ability to read and comprehend instructions, write correspondence and memorandums is required.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization is required.
• Excellent customer service skills, including maintaining a good attitude and taking ownership of meeting customer needs.