Operations Assistant

Position Overview

TaliMar Financial is seeking a highly organized, detail-oriented, and dependable Operations Assistant to provide direct support to management and assist with the daily operations of our growing financial services business.

This is a hands-on, multifaceted role with responsibilities spanning administrative support, loan operations, document management, office coordination, and special projects. The Operations Assistant will work closely with management and other team members to help ensure that day-to-day responsibilities, internal processes, and ongoing projects are completed accurately, efficiently, and on time.

Because the needs of the business can change throughout the day, this position is best suited for someone who is adaptable, responsive, and comfortable shifting between priorities. The successful candidate should be able to take direction, listen carefully, ask thoughtful questions when clarification is needed, and follow assignments through to completion with a high level of accuracy.

The ideal candidate takes pride in being organized, professional, and dependable and understands that both routine administrative responsibilities and larger operational projects play an important role in the success of the company. This position offers an opportunity to gain broad exposure to the operations of a financial services and real estate lending business while developing practical skills and taking on increased responsibility over time.

Key Responsibilities

1. Management & Administrative Support

• Provide day-to-day support to management, including immediate requests, recurring responsibilities, special assignments, and ongoing projects.
• Organize and maintain electronic and physical files, business records, documents, and internal databases.
• Assist with scheduling, appointments, preparation of materials, and follow-up items.
• Prepare professional correspondence, letters, executive summaries, packages, and other business documents.
• Answer incoming calls and communicate professionally with borrowers, brokers, vendors, and other business contacts.
• Handle confidential business, financial, and borrower information with discretion and professionalism.
• Track assigned items and provide timely updates on progress, questions, or issues requiring management's attention.

2. Loan Operations & Document Management

• Create, organize, and maintain loan files for newly funded loans.
• Process incoming loan documents and confirm receipt of original documents when required.
• Scan, save, label, and organize loan-related documents in the appropriate electronic and physical files.
• Assist with processing paid-off loans in accordance with established checklists and procedures.
• Review and distribute incoming mail and loan-related correspondence.
• Maintain insurance documentation in designated shared folders and notify appropriate team members of relevant updates.
• Assist with preparing, organizing, and mailing loan packages, executive summaries, and other required documentation.
• Help monitor loan files for outstanding documents or administrative items requiring follow-up.

3. Operational & Business Support

• Support operational functions across the business based on current priorities and needs.
• Track outstanding items, deadlines, follow-ups, and project progress.
• Perform data entry and review information for completeness, consistency, and accuracy.
• Organize financial and operational information and assist with basic reporting, tracking, and reconciliation tasks.
• Maintain checklists and assist with documenting and improving recurring internal procedures.
• Conduct research, compile information, and prepare materials for management review.
• Assist with special projects and other operational assignments as directed.
• Identify missing or inconsistent information and bring questions or discrepancies to the appropriate team member's attention.

4. Office Administration

• Help maintain an organized, professional, and presentable office environment.
• Monitor and order office, kitchen, and other supplies as needed.
• Assist with incoming and outgoing mail, shipping, document deliveries, and general office organization.
• Help coordinate vendors, office needs, and administrative matters that support daily operations.
• Assist with other general office responsibilities as needed.

5. Prioritization & Flexibility

• Respond to management's daily direction and adjust priorities as new requests and business needs arise.