SUMMARY: Waterstone Mortgage is searching for a top-notch, highly organized, Administrative Assistant, in the Woodbury, MN area. This role is ideal for someone who is excited to assist a top-performing team continue to grow and beat the competition! This position will manage business-related tasks for the Branch Manager including creating and submitting reports, coordinating appointments, managing internal and external correspondence, etc. The ideal person will also have a passion for event planning and coordination! These events are to include client appreciation happy hours, team events, scheduling guest speakers, and more. This branch cultivates a productive work environment, and they are seeking a motivated professional to join their team!

This position is required to be in office (Woodbury, MN) Monday - Friday and is not open to remote work.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative

• Coordinate incoming calls, efficiently routing them to respective team members.
• Collaborate closely with the Branch Manager to ensure alignment with calls and schedule.
• Prepare daily printouts of Outlook schedules and call sheets.
• Prioritize timely submission of CORE homework, 48 hours before scheduled calls.
• Generate daily call lists and ensure accountability through collection.
• Confirm all realtor appointments weekly, following up day before and day of as needed.
• Initiate email and text outreach to past clients to solicit online reviews.
• Execute monthly post-close checklist including thank you cards and updating iJungo and pipeline.
• Support Branch Manager in organizing a minimum of 5 networking meetings per week with 2 new realtors.
• Act as the interim new client coordinator when team members are out of office.
• Fulfill any other delegated assignments promptly.

Lender Laws

• Regularly distribute informative videos to key contacts, realtors, and our database.
• Oversee necessary updates to the company website.
• Maintain an active presence on social media platforms with daily and weekly posts.
• Administer agent drip campaigns for both listing and buyer agents.
• Implement a comprehensive ten-week follow-up plan for new realtors.
• Manage programs such as the Birthday Gift Program and Top40 lists.
• Conduct weekly Marketing meetings and manage related tasks.
• Coordinate monthly mailers including LOTH and Evidence of Success.

Events

• Arrange and coordinate team events, including Learn and Earn sessions, Quarterly Events, and Happy Hours. Including but not limited to: Learn and Earn, Quarterly Events, Happy Hours, as well as Past client and VIP past client appreciation events.
• Marketing – email, text and flyers
• Manage attendee list
• Send thank you notes

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 ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: A high school diploma or general education degree (GED) is required. Three or more years of related work experience is required.

COMPUTER SKILLS: Intermediate knowledge of related computer applications such as Microsoft Office is required.

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

CUSTOMER SERVICE SKILLS: Using excellent customer service skills which includes maintaining a good attitude, taking ownership of meeting customer needs, going above and beyond for customers, demonstrating a commitment to sharpening skills through education and training, using positive communication, and looking for opportunities to respect customers’ time and schedules is required.

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 mortgage loan application; or (2) offering or negotiating terms of a residential mortgage loan for compensation or gain; (3) advertising or communicating to the public that you can perform loan origination services. Please see the Loan Originator Compensation Policy for more details on the definition of loan origination.