Position: Real Estate Administrative Assistant
Department: Lending
Classification: Hourly
Job Grade: Non-Officer
Creation Date: 8/8/2024
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Position Summary:
Under supervision of the Branch Manager, the Real Estate Administrative Assistant will provide professional and knowledgeable assistance to borrowers and Mortgage Loan Officers. This position will provide administrative and clerical support, as well as receive calls and respond to customer inquiries and concerns.
The Administrative Assistant will collaborate with the Real Estate lending team to problem solve and to keep all loans on track from start to finish. This position will also coordinate with third parties and assist with other duties as needed.
The level of this position is based on years of service, education and/or equivalent experience, knowledge level and skill set.
Essential Functions:
To perform this job successfully, an individual must be able to perform each Essential Function and Skill 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 essential functions.
1. Knowledge of real estate industry, terminology, rules, regulations, and related documentation is preferred.
2. Maintain compliance with Citizens Alliance Bank products and services in relation to real estate mortgages and secondary programs.
3. Identify and detect errors/omissions and take the lead on resolving or arranging for the resolution of those errors.
4. Manage communications with lending personnel to resolve real estate related consumer issues effectively.
5. Assist with the tracking of hazard and flood insurance and communicate with agencies and the CAB Loan Servicing Department.
6. Work directly with software vendors for the real estate and secondary programs.
7. Communicate with Lenders in all locations with assistance to real estate lending.
8. Assist Lender(s) on all In-House, Flagstart & Windsor loans and manage pipeline effectively.
9. Input loan applications into the Loan Origination Software and understand data fields.
10. Assist Real Estate customers with escrow question and coordinate with the Loan Servicing Department.
11. Maintain knowledge of real estate compliance and regulatory requirements.
12. Maintain communications between Lender and Processor and verify all documentation in the loan file is accurate.
13. Analyze department reports and advise Lender(s) if any action is needed and then assist in the process.
14. Ability to communicate with borrowers and affiliates effectively on behalf of Lender.
15. Assist Real Estate Lender(s) with daily clerical duties and tasks, all verifications needed to close a loan, communication, scheduling appointments/loan closings, and customer relations.
16. Obtain knowledge through training with Lender(s) to analyze a borrower's financial position.
17. Ensure that we have recorded deeds after closing and reconveyances after loan payoffs.
18. Duties include scanning, DocuSign, obtaining all required documents for the file, organizing file, obtaining tax information and assisting with gathering of loan conditions.
19. Ensure that the loan file is still worked on in the absence of the Lender(s).
20. Demonstrate a strong commitment to customers and the bank.
21. Assist with Marketing Strategies and help identify needs in the community.
22. Participate in community service and bank sponsored activities that serve and support the mission and core values.
23. Monitor current and future tasks to help predict issues before they arise.
24. Participate in required training and staff meetings.
25. Demonstrate excellent written and verbal communication.
26. Must be able to work independently and to prioritize multiple tasks.
27. All employees are expected to exemplify and follow our core values.
28. Regular attendance and punctuality when reporting to work.
29. Travel for trade and industry schools and seminars as needed.
30. This position may require installation of a Multi-Factor Authentication (MFA) app on employee's personal mobile device. The MFA apps are used to authenticate a user's identity to the system for security purposes.
31. Adhere to and comply with all applicable, federal, and state laws, regulations, and guidance, including those related to BSA/AML, as well as adhere to the Bank's policies and procedures.
32. Perform other duties as assigned and requested.
Core Values:
Humility - We are “blue-collar bankers”. We are relatable, down-to-earth people who greet our smallest customer the same way we greet our largest.
Respectful, Genuine Care for Others - We care about each other, we care about our customers, and we care about our communities.
Finds A Way - This simply put, is nothing more than attitude. It’s a can-do spirit, a desire to help, to contribute, to go above and beyond, and to make a difference.
Effort - We expect a lot of ourselves and hold ourselves to a high standard. We are not entitled, and we need to earn it from our customers and each other every day.
Owning-It - Owning-It or Accountability is a big word that can encompass a great many things. For Citizens Alliance Bank, it’s about ownership. When an employee says they will do something, they follow through and get it done.
Education and Experience:
- High School diploma or GED, Etc.
- Associate’s Degree or equivalent experience.
- Continuing Education to maintain job knowledge.
Preferred - One to Three years of experience in real estate.
Preferred - One to Three years of banking experience.
Preferred - Proficiency in Microsoft Suites.
The employer has the right to revise this position description at any time. The position description is not a contract for employment.