Loan Officer Assistant

About the role

Ruoff Mortgage is seeking a detail-oriented Loan Officer Assistant at our Downriver, MI location to provide essential support in a fast-paced branch environment. This dual-role opportunity combines general office administration with specialized loan officer assistance, ensuring smooth branch operations and excellent borrower experience. The administrative assistant side of this role focuses on office management, customer service, and clerical support. The Loan Officer Assistant (LOA) side is dedicated to partnering with the Branch Manager and Senior Loan Officers to help manage loan files, borrower communication, and pipeline progression from application through closing. The ideal candidate will be highly organized, adaptable, and able to maintain confidentiality while balancing multiple responsibilities.

Responsibilities

• Greet guests in a professional, friendly manner and manage visitor area (open/close branch daily).
• Answer phones, take messages, and respond to routine inquiries.
• Organize and maintain branch office supplies.
• Collaborate with Branch Manager for community events.
• Sort and distribute mail; respond to recurring information requests.
• Draft and proofread correspondence and other business documents.
• Assist Branch Manager and Senior Loan Officers with updating Social Media content that is approved by marketing and compliance.
• Assist with collecting documentation and general clerical duties.
• Assist the Branch Manager with keeping the office clean, organized and staffed during business hours.
• Understand loan documents, loan origination system (Encompass), and the mortgage process to support file management.
• Gather borrower documentation and assist loan officer with collecting and organizing loan files.
• Track and follow up on outstanding borrower items to ensure timely completion.
• Communicate and follow up with customers per Branch Manager and Senior Loan Officer’s request.
• Collaborate with processors, closers, and underwriters, as needed, to maintain workflow efficiency.
• Ensure all actions are compliant with company policies, regulations, and laws.
• Handle sensitive borrower information with strict confidentiality.
• Assist in creating and distributing marketing materials, including rate sheets and promotional content.
• Support Branch Manager's and Senior Loan Officer' online presence by creating and managing social media content (posts, videos, reels) across Facebook, Instagram, and LinkedIn.
• Collaborate with the marketing department to ensure all content is compliant and adheres to branding and design standards.
• Stay informed on local real estate trends and mortgage regulations.
• Perform additional support or administrative tasks as assigned.

Requirements

• High School Diploma or equivalent required; some college coursework preferred.
• Minimum 2 years of mortgage industry experience preferred (exposure to FHA, VA, USDA loans is a plus).
• Familiarity with marketing materials or advertising campaigns a plus.
• Must maintain current knowledge of licensing, registration, and training requirements under the SAFE Act and other applicable regulations.
• Physical Demands: Primarily sedentary role with frequent computer use and reading.
• Occasional walking, reaching, or light lifting (up to 15 lbs).
• Must be able to effectively communicate in person, by phone, and electronically.
• Regular attendance is essential.
• Work Environment: Professional branch office atmosphere.
• May occasionally be exposed to weather conditions while performing duties outside of the office.
• Internal Relationships: Branch and Area Manager, Senior Loan Officers