Administrative Assistant

About the Role

This position provides administrative support to a Department and/or Manager, including general clerical, reception, and project-based work. The administrative assistant maintains a professional company image while interacting with clients and visitors in person and by phone.

Responsibilities

• Answers telephones and transfers calls to appropriate staff member
• Meets and greets clients and visitors
• Creates and modifies documents using Microsoft Office
• Performs general clerical duties including photocopying, faxing, mailing, and filing
• Maintains hard copy and electronic filing system
• Signs for and distributes UPS/Fed Ex/Airborne packages
• Coordinates and maintains records for staff office space, phones, parking, company credit cards, and office keys
• Coordinates meetings and conferences
• Maintains and distributes staff weekly schedules
• Supports staff in assigned project-based work
• Maintains supplies/inventory, determines inventory levels, orders needed supplies, and verifies receipt of ordered supplies
• Completes operational requirements by scheduling and assigning administrative projects and expediting work results

Requirements

• Basic reading, writing, and arithmetic skills
• Strong attention to detail
• Strong communication skills, both written and oral
• Ability to effectively and professionally handle difficult situations that may arise when working with branches/divisions
• Ability to multi-task
• Knowledge of Microsoft Excel and Microsoft Word
• Familiarity with Accounting terms and procedures (e.g., debits, credits, General Ledgers, etc.)
• Must be able to communicate clearly and effectively, utilize a computer, maintain a work schedule, and perform effectively in an office setting
• Compliance with and adherence to all applicable mortgage and fair lending laws and regulations, as well as PRMI policies
• Ability to work extended hours may be required

Preferences

• Knowledge of Microsoft Office and telephone protocol
• Professional verbal and written communication skills
• Ability to type 50 wpm
• Ability to control inventory and manage supplies
• Reporting skills, administrative writing skills, Microsoft Office skills, knowledge of management processes, organization skills, ability to analyze information and solve problems

Company Expectations

• Review and adhere to policies and guidelines contained within the Employee Handbook, including privacy and information security guidelines
• Act within delegated authorities and adhere to applicable policy and procedures associated with such authorities
• Contribute to establishing a respectful workplace where diversity is critical to innovation and growth
• Ensure every action and decision is aligned with PRMI values
• Partner with your management team to understand performance expectations and measurements
• Effectively utilize feedback and coaching opportunities while seeking to learn and develop within your role
• Realize team synergies through networking and partnerships across PRMI
• Embrace change; act as advocate and role model, promoting an approach of continuous improvement
• Maintain a high standard of customer care while actively listening to customers in an effort to understand their views and needs
• Take ownership of problems and issues, taking into consideration the breadth of PRMI competencies in providing solutions
• Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations
• Work effectively as a team contributor on all assignments
• Perform quality work within deadlines
• Respect client and employee privacy