Administrative Assistant

2 weeks ago

Tucson, United States NOVA Home Loans Full time
Job DescriptionJob Description

Core Values

PROVIDE our customers with the best combination of service, rates, and fees. PROMOTE sustainable careers for our employees so that they can be enriched personally and professionally. GIVE BACK to our community. These are the core values of NOVA® Home Loans in which we act on employee feedback and implement changes that will make NOVA® Home Loans a better place to work and promote a higher level of service to our clients.


Work Location: This is an in-office position at our Corporate office. Remote or hybrid work arrangements are not an option for this role.


The Administrative Assistant provides a variety of clerical responsibilities including the administration and operational support of a designated branch. This role involves borrower interaction, document management, and coordination with various departments to facilitate ensuring a seamless and efficient borrower and Loan Officer experience.

The Administrative Assistant position is a non-licensed position. Administrative Assistants are prohibited by law (i.e., S.A.F.E. Act) from (1) taking a residential mortgage application and/or (2) offering or negotiating terms of a residential mortgage loan. Additionally, they are prohibited from starting a file in the LOS, pricing/locking in NYLX, adjusting terms on the GFE, or discussing (even in general) the terms of a loan including but not limited to the APR, loan type, rate, payment, etc. with customers, vendors, or referral partners.


Evolving as an Administrative Assistant by having...

  • Must be able to fluently speak, read, and write in Spanish.
  • High School Diploma or GED is required.
  • A minimum of one (1) year of experience supporting an office environment, preferably in an office with a high call volume
  • Minimum of one (1) year in an administrative or mortgage industry role is required.
  • Minimum of one (1) year customer service experience.
  • Previous experience in a mortgage or financial services environment is preferred.

Exciting Opportunities to Grow by...

  • Answer and direct phone calls, take messages.
  • Serve as the first point of contact, addressing inquiries, greeting clients, vendors, visitors, and employees professionally.
  • Maintain regular communication with borrowers by providing updates, collect documentation, disclosures, conditions, and required paperwork
  • Schedule and confirm appointments with borrowers, ensuring they bring required documents.
  • Prepare reports, memos, letters, and other documents using various software tools.
  • Set up and manage both paper and electronic filing systems.
  • Complete forms and maintain records according to company procedures.
  • Prepare and organize loan files, ensuring all necessary documentation is collected and complete.
  • Track the progress of loan applications, keeping the assigned Loan Officer informed of any issues or delays.
  • Organize and track key dates for all active loans, manage pipeline, and update Loan Origination System (LOS) on the loan status.
  • May collect documentation, disclosures, conditions and required paperwork; collect appropriate fees.
  • Ensure accurate data entry in LOS, complying with rules and regulations.
  • Keep all stakeholders (Borrowers, Loan Officers, Real Estate Agents) updated throughout the loan cycle.
  • Assist multiple departments with filing and other administrative tasks.
  • Oversee all mail-related functions, including sorting, distributing, and preparing outgoing mail and packages.
  • Manage supply inventory, order supplies as necessary, and ensure office equipment is in good working order.
  • Perform weekly and monthly kitchen clean-ups.
  • Prepare and send birthday cards and announcements for NOVA® employees.
  • Receive client payments, fill out receipt of fees forms, and send to the Loan Servicing department.

Show us your growth with...

  • Knowledge of applicable federal, state, and local laws, rules, and regulations regarding all types of mortgage loans.
  • Ability to maintain high level of confidentiality regarding private, trade secret and/or proprietary information.
  • Knowledge and understanding of computer software programs such as Microsoft Word, Excel, and Outlook as well as mortgage loan origination software.
  • Effective oral and written communication skills.
  • Excellent follow-up/follow through skills.
  • Strong attention to detail skills.
  • Ability to work in a fast-paced work environment and maintain quality and composure under pressure.
  • Ability to work independently and as part of a team.

Benefits Offered...

NOVA benefits to full-time employees include Employee Discount, Paid Time off, Health/Dental/Vision/Life/Disability Insurance, 401(k) with an employer match, Health Savings Account with employer contribution, and an Employee Assistance Program


NOVA® is an equal opportunity employer, substance-free workplace, and complies with the Americans with Disability Act regulations as applicable.

All applicants are considered for all positions without regard to race, religion, color, sex, gender, sexual orientation, pregnancy, age, national origin, ancestry, physical/mental disability, medical condition, military/veteran status, genetic information, marital status, ethnicity, alienage, or any other protected classification, in accordance with applicable federal, state, and local laws. Equal access to programs, services, and employment is available to all qualified persons. Those applicants requiring accommodation to complete the application and/or interview process should contact the Human Resources department at NOVA® Home Loans.

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