Executive Sales Assistant

The Admin Loan Partner One [Admin LP1], or an Executive Sales Assistant, will oversee the Loan Officer's new lead management, scheduling, and database duties.

The LP1 will be in direct communication with all new leads, active clients, and business partners daily, ensuring effective workflow and chemistry with the rest of the Loan Officer team. The Admin LP1 must professionally represent the LO and team and strive to “wow” daily internally and externally.

This position also requires extraordinary communication skills, strong time, self and priority management, and data entry skills.

3 Top Duties w/Measurements:

1. Leads

• Contact newly received leads within 4 hours (or as stated by LO)

• Maintain a 70% lead-to-appointment ratio

2. Schedule

• All appointments are set professionally on the same day

• All appointments confirmed 24 hours in advance

3. Database

• Leveraged Events (2 monthly)

• Gift Program (5 monthly)

• Mailing Program (500 monthly)

4. Other:

• Emails: all emails are fully managed (Delete, Differ, Do, Delegate)

• Expenses: Properly manage and submit expense reports once monthly

• Rent Processing: Collecting & Monitoring rent roll report & Ensure notices go out promptly

Essential Duties of this Position:

Leads:

• Contact all new leads within 4 hours (and/or the minimum time frame set by LO)

• Tracks all incoming leads for LO using “The Lead Tracker” form

• Onboard all leads accurately within the CRM

• Understand and master “The Lead Tracker” form and all its required ratios

• Responsible for tracking all leads until an appointment is scheduled for the LO

• Set all borrower appointments (phone call, video or face-to-face) for LO and/or LPII and communicate document needs list and agenda (when needed)

• Provide quarterly and full year-end synopsis on lead management and performance for LO

• Provide two (2) copies of the month-to-date Lead Tracker for the Daily Team Meeting

Schedule:

• Set 100% of ALL appointments for LO and team (when advised), no exceptions

• Confirm ALL appointments, utilizing email, text and phone, the day before and the day of the appointment (if non-confirmed), no exceptions.

• Print a day ahead schedule for the LO before leaving each day AND update and provide a new printed calendar throughout the day as any potential changes occur

• Answer 90% of ALL incoming calls for LO and team (when advised)

• Tracks and sets the recurrence of business partner face-to-face appointments for LO

• Ensures LO is properly prepared for the daily power hour beforehand every day

Database:

• Lists: Maintain the organization of the entire database for the LO on an ongoing basis

• Mailers: Set occurrence reminder and mails out the Letter-from-the-Heart (LFTH) and Evidence of Success (EOS) quarterly to the entire database, in addition to any other mail piece as directed by LO

• Birthdays and Closing Anniversaries: Maintains and manages the birthday and anniversary programs

• Events: Helps curate, invite, and attend 2 leveraged events monthly for LO (lunch ‘n learns, happy hours, book clubs, etc.)

• Videos: Helps LO send 250 videos out weekly and maintains an acceptable open ratio

• Send out any specific correspondence related to handwritten notes, birthday and anniversary cards, post-closing surveys, gifts, etc.

Other:

• Handles any personal needs of the LO and team (when advised)

• Keeps the LO’s desk spotless and handles any incoming mail

• Keeps the LO on track for all appointments throughout the day

• Manages all emails for LO (if applicable)

• Maintains any technology tools

• Assists the LO and team (when needed) with all administrative duties

• Brings LO water, food, etc. as needed throughout the day to keep LO efficient

• Continues to assume responsibilities and helps the team grow without being asked

• Stays “one step” ahead of LO at all times!

Standard Job Requirements:

• Must maintain an NMLS license (if instructed by LO)

• Must have a high school diploma or equivalent

• Must be able to work 40 hours per week, minimum

• Must be proficient in any major Loan Origination System (i.e. Encompass Ellie Mae, Calyx Point, etc.)

• Must be proficient in Microsoft Word, Excel, PowerPoint, Outlook, and OneNote Applications

• Must have excellent verbal and communication skills

• Must have a consistently positive attitude

• Must be dependable, self-motivated, and require minimal supervision

• Must be detail-oriented

• Must be able to work under pressure to meet deadlines

• Must be able to organize, prioritize and manage time through time blocking

• Must be able to collaborate respectfully with all employees at both the Branch and

Corporate level

• Must complete regulatory and compliance training as required

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• Plattsburgh, NY 12901 (Preferred)

Ability to Relocate:

• Plattsburgh, NY 12901: Relocate before starting work (Required)

Work Location: In person