Administrative Assistant

Overview

Position : A dministrative 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

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.

• 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)

• 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

• 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

• 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

• 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

• 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

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

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

• 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

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.

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

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

The…