Leasing Assistant

Mortgage Solutions of Colorado, LLC d/b/a Mortgage Solutions Financial (“MSF”) offers a comprehensive benefit package and PTO (paid time off) for eligible employees. The benefit package includes Health, Dental and Vision Insurance, options to participate in a Health Savings Account, Flexible Spending Account, Health Reimbursement Arrangement, Life and AD&D coverage, voluntary Supplemental Life, voluntary Short-Term, Long-Term Disability and Supplemental insurance. In addition, eligible employees have the option to participate in a company retirement plan.

About MSF

MSF is a national mortgage lender based in Colorado Springs. MSF strongly believes every client should be served with integrity, dignity, and respect. Without compromise, MSF is committed to providing loans that are in the best interest of our clients, not our bottom line. We will continue to educate the community by empowering our clients to make responsible and informed fiscal decisions that result in greater financial peace of mind.

Role Overview

The Facilities Assistant will support the day-to-day management of company facilities and related functions. The role requires sound judgment, attention to detail, professionalism, and the ability to maintain confidentiality. The Facilities Assistant will assist with compliance, asset management, vendor relations, and branch onboarding, ensuring that all tasks are completed in a timely manner. This role requires a proactive approach, and the ability to work independently within established guidelines while also collaborating effectively with internal and external stakeholders.

Essential Duties: In addition to related job duties as assigned, this position will:

• Lead in documenting compliance postings, maintaining digital records of compliance evidence, and updating logs in Excel.
• Maintain accurate records of facility-related expenses in Excel and assist in cost management.
• Assist with submitting and tracking applications for city and county business licenses and registrations, ensuring timely renewals.
• Review and maintain lease agreements, noting critical lease terms such as expiration date, renewal dates, and services provided by landlords, and logging the information digitally.
• Review vendor contracts to extract essential details such as agreement terms and expiration dates. Save and upload documents to vendor management platforms and Excel for tracking.
• Draft letters and other correspondence as needed by management using Word.
• Assist with setting up services for new branch locations by contacting vendors, conducting online searches, and coordinating with branch managers and landlords.
• Resolve facility-related issues by applying established company policies and procedures.
• Provide updated addresses to insurance providers and request Certificates of Insurance as needed.
• Generate and maintain reports from cloud-based asset management software, while also maintaining a backup in Excel.
• Perform general administrative duties, including answering phone calls, managing emails, and ensuring proper communication with relevant departments.
• Negotiate with vendors to secure the best pricing, quality, and delivery terms.
• Engage in training opportunities to further knowledge and assist with various projects.
• Assist Accounts Payable in the reconciliation of invoices and payments according to contract terms.
• Provide regular updates and reports to management as required.
• Build and maintain positive relationships with both internal and external customers to facilitate smooth operations.
• Take initiative in resolving issues, asking clarifying questions, and ensuring that tasks are completed accurately and efficiently.