Retail Lending Administrative Assistant

About the role

The Retail Lending Administrative Assistant is responsible for the daily operation of the real estate sales platform, including documents, performance, audit, maintenance, data integrity, reporting, upgrades, and migrations. This position performs various administrative support and clerical duties for Retail Lending, Business Banking, Secondary Marketing, Dealer Services, and Loan Servicing, and communicates, supports, summarizes data, and presents it in an organized manner while working with members of the department.

Responsibilities

• Ensure the real estate sales platform and associated technologies, configuration, and functionality align with policies, regulations, and guidelines.
• Recommend processes and procedures that enhance efficiency, compliance, and productivity while supporting customer service initiatives and profitability goals.
• Create processes, procedures, tools, and training for the real estate sales system, its users, and associated technologies to ensure operational reliability and consistency.
• Update, develop, and maintain instructional/training manuals.
• Direct and participate in the day-to-day technical operation of the real estate sales platform to ensure alignment with business unit expectations and compliance with policies and regulations.
• Provide configuration, implementation, maintenance, development, performance accountability, testing, and support for the real estate sales platform and associated technologies.
• Identify and resolve systematic inefficiencies or issues associated with the real estate sales platform and technologies.
• Determine and direct the frequency, intensity, and timeframe of platform testing needs.
• Investigate, analyze, track, and manage the feasibility of and resource dedication necessary for system modifications and enhancements.
• Ensure system releases/updates are reviewed with business owners, documented, and tested prior to production release.
• Lead problem-solving, development, and system performance efforts involving vendors, internal IS, and other support personnel.
• Collaborate with business leads to maintain a strong understanding of current processes and suggest enhancements or identify opportunities for improvement.
• Set up new users, reset passwords, update security profiles, and validate active user lists while ensuring systematic and company security controls are followed.
• Perform system testing and analysis of resolutions and new development to ensure alignment with business expectations and compliance.
• Act as liaison between vendors, business units, and the marketing department to ensure beneficial relationships and quality results.
• Perform assessments for existing and potential business partners.
• Ensure quality and cost-effectiveness of purchased products and services.
• Coordinate and participate in vendor presentations and research partnership opportunities to improve efficiency and reduce costs.
• Monitor expenses related to production usage.
• Work closely with mortgage management and marketing to suggest, prepare, and review marketing materials for the mortgage sales team.
• Propose new ideas to increase production and provide additional marketing opportunities.
• Ensure compliance with marketing disclosure requirements on all materials.
• Assist with staff onboarding and offboarding, including equipment setup, system access, and lending authority levels.
• Manage calendars, schedule meetings, prepare correspondence and presentations, and handle travel arrangements and expense submissions.
• Type letters, memos, correspondence, meeting minutes, contracts, and other documents and distribute as necessary.
• Open, sort, and distribute incoming correspondence, including mail and emails.
• Process documents and manage electronic files/presentations.
• Organize vendor invoices for prompt payment and act as liaison between the department and Accounts Receivable.
• Prepare various reports and summaries.
• Ensure compliance with Northwest’s policies and procedures and Federal/State regulations.
• Navigate Microsoft Office Software, computer applications, and department-specific software to maximize efficiency.
• Work as part of a team and with on-site equipment.

Qualifications

• Bachelor’s Degree in Business, Marketing, Communications, or a related field preferred.
• 3–5 years of system management experience preferred.
• Strong organizational skills with demonstrated ability to prioritize workload and attention to detail.
• Ability to analyze and understand data, draw conclusions, and demonstrate problem-solving skills.
• Ability to maintain a poised attitude under pressure and adapt to changing priorities in a deadline-driven environment.