Administrative Assistant

Company Name:
Waterstone Mortgage Company
To assist management with daily business duties, answer phones, greet customers and process incoming and outgoing mail.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Greet customers in a professional and courteous manner.

Answer incoming calls in a timely, professional and courteous manner.

Distribute and manage incoming and outgoing mail and process outgoing packages in a timely manner.

Order office supplies for the corporate branch through approved vendor(s).

Coordinate toner sales and service for all maintenance and repair of corporate office machinery.

Maintain current employee phone list on all methods of distribution.

Manage relationship with phone vendor regarding ordering new phones, set-up and repairs.

Maintain conference room scheduling and appointment board/monitor.

Ability to work with and handle confidential information.

Changes server back-up tape daily and communicate problems to Systems Manager.

Maintains and orders supplies for customer service area/coffee station.

Maintains and orders supplies for all shared work stations on 3rd floor.

Coordinates any repair calls to building manager at corporate office.

Manage relationship with signage companies for outdoor and indoor signs and orders name plates for corporate employees.

Assists in the set up of new branches and their employees. This includes but is not limited to issuing of passwords for various vendors and/or investors, intranet updates, ordering of business cards and other marketing materials.

Assists in the set up of new corporate employees. This includes but is not limited to issuing of passwords for various vendors and/or investors, intranet updates, notary stamp processing, phone set up and training, office equipment training and set up, and assigning fax server numbers.

Assists the Closing Department Supervisor with the tracking of final documents. This includes but is not limited to scanning, logging documents in Encompass or Investor systems, creating spreadsheets, etc.

Assists loan originators with mailings and projects for promotional events that have been verified by the Operations Manager.

Individuals in this position shall not engage in loan origination during the course of his/her employment with WMC. Loan origination is defined as (1) taking a residential lmortgage loan application; or (2) offering or negotiating terms of a residential mortgage loan for compensation or gain.


Completes any additional duties assigned by manager, supervisor or lead.

Maintains a focus on enhancing customer service skills and knowledge.

Complete regulatory and compliance training, as required.

Assists WMC employees and Departments as needed or as assigned by manager.


QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED).
Additional education and/or experience: Previous administrative experience, good working knowledge of Microsoft Office software.

COMPUTER SKILLS: Intermediate knowledge of related computer applications preferred: such as MS Word, Outlook, Excel, PowerPoint, ect.

LANGUAGE SKILLS: Good grammar and diction. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

CUSTOMER SERVICE SKILLS: Ability to meet the (internal) "customer service excellence" core competency which includes maintaining a good attitude, taking ownership of meeting customer needs, going the "extra mile" for customers, demonstrating a commitment to sharpening skills through education and training, using positive communication, and looking for opportunities to respect customers' time and scheduled.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.


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 is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to walk; stand; and stoop, kneel or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

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.

The work environment is a professional office environment where a conservative business dress code is in effect. The noise level in the work environment is usually moderate.

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