Retail Lending Administrative Assistant

Job Description

The Retail Lending Administrative Assistant is responsible for the daily operation of the real estate sales platform, including but not limited to documents, performance, audit, maintenance, data integrity, reporting, upgrades and migrations. This position performs various administrative support and clerical duties for Retail Lending, Business Banking, Secondary Marketing, Dealer Services, and Loan Servicing, and also communicates, supports, summarizes data, and presents it in an organized manner while working with members of the department.

Provides general administrative support. Maintains and files reports and other information. Schedules and coordinates logistical support for conference calls and meetings. Makes travel arrangements. Provides word processing and other document preparation services. Locates and retrieves information in support of management and technical staff.

Essential Functions

• Ensure that the real estate sales platform and associated technologies, configuration and functionality is consistent with the aforementioned policies, regulations and guidelines

• Ensure organization change and/or changing regulations do not lead to unrecognized or unmanaged inefficiencies or compliance risk

• Recommend processes and procedures that enhance efficiency, compliance, and increase productivity while supporting customer service initiatives and profitability goals

• Create processes, procedures, tools and training for the real estate sales system, its users and associated technologies to ensure operational reliability and consistency

• Update, develop, and maintain instructional/training manuals

• Direct and participate in the day-to-day technical operation of the real estate sales platform and associated technologies so to ensure agreement with business unit expectations and compliance with all applicable policies and regulations

• Provide the configuration, implementation, maintenance, development, performance accountability, testing and support for the real estate sales platform and associated technologies

• Identify and resolve systematic inefficiencies/issues associated with the real estate sales platform and/or associated technologies

• Determine and direct the frequency, intensity and timeframe of the real estate sales platform testing needs

• Investigate, analyze, track and manage the feasibility of and resource dedication necessary for system modifications and enhancements

• Ensure system releases/updates are reviewed with all applicable business owners, documented accordingly, and testing is completed prior to production release

• Lead problem-solving, development and system performance efforts involving outside vendors, internal IS and other support personnel

• Collaborate with business leads to maintain a strong understanding of current processes in order to provide suggestions for enhancements and identify opportunities for improvement.

• Set up new users, reset user passwords, update security profiles and validate active user lists in a manner which ensures systematic and company security controls are followed

• Perform system testing and analysis of resolutions and new development to ensure agreement with business unit expectations and compliance with all applicable policies and regulations

• Act as liaison between vendors and business units and marketing department, ensuring beneficial relationships, and quality results

• Perform required assessments for existing business partners and perform initial assessments for potential business partners

• Ensure quality and cost-effectiveness of purchased products and services

• Coordinate and participate in vendor presentations

• Research and identify opportunities for partnerships to improve efficiency, reduce costs, and improve overall results

• Capitalize on networking opportunities to enhance or develop vendor relationships

• Monitor expense related to production usage

• Work closely with mortgage management and the marketing department to suggest, prepare, and review marketing materials for distribution to the mortgage sales team

• Propose new ideas to increase production and provide additional marketing opportunities to the mortgage team

• Understand and ensure compliance with necessary marketing disclosure requirements on all necessary materials

• Assist with staff onboarding and off boarding which includes requesting equipment setup, system access and lending authority levels

• Manage calendars, schedule meetings, prepare correspondences and presentations and manage travel arrangements and expense submissions

• Type letters, memos, correspondence, meeting minutes, contracts, and other documents and distribute as necessary

• Open, sort, and distribute incoming correspondence including mail and emails

• Process documents and manage electronic files/presentations

• Organize vendor invoices as needed for prompt payment and act as liaison between department and Accounts Receivable

• Prepare various reports and summaries

• Ensure compliance with Northwest’s policies and procedures, and Federal/State regulations

• Navigate Microsoft Office Software, computer applications, and software specific to the department in order to maximize technology tools and gain efficiency

• Work as part of a team

• Work with on-site equipment

Qualifications

• Bachelor's Degree Business, Marketing, Communications, or related degree preferred

• 3 - 5 years system management experience preferred

• Organizational skills with demonstrated ability to prioritize workload and attention to detail

• Ability to analyze, understand data and draw conclusions; demonstrate problem solving skills and thinks outside the box to find creative ways to assist the team

• Ability to maintain a poised attitude under pressure with the flexibility to adapt to changing priorities in a deadline driven environment

Northwest is an equal opportunity employer. We are committed to creating an inclusive environment for all employees.