Administrative Assistant (Bilingual)

Position Summary

We are looking for a detail-oriented and bilingual Administrative Assistant to join our team and provide essential support in a fast-paced branch environment. In this role, you will manage a variety of tasks including guest greetings, phone inquiries, organizing information, assisting with marketing materials, and supporting Loan Officers with social media content. Your ability to handle sensitive information with confidentiality, along with your organizational skills, will contribute to the smooth operation of the office and enhance our team’s overall efficiency.

Essential Responsibilities

• Greets guests in a professional, friendly, hospitable manner.
• Opens and closes visitor’s area.
• Answers phones, takes messages or fields/answers all routine and non-routine questions.  Works in cooperation with other staff to cover phones.
• Establishes, develops, maintains and updates filing system for the branch.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail.  Responds to regularly occurring requests for information.
• Performs a variety of clerical duties including, but not limited to: general correspondences, memos, charts, tables, graphs and other business documents.  Proofreads copy for spelling, grammar and layout.
• Assist Senior Loan Officers with the preparation and distribution of marketing materials.
• Stay informed of trends and developments in the local real estate market and the competitive environment.
• Maintain a professional image and standards consistent with company policies and procedures.
• Responsible for a high level of confidentiality and security while handling personal information; verbal and/or written documentation.
• Assist Loan Officers in enhancing their online presence by creating and managing social media content (videos, reels, posts) for Facebook, Instagram, and LinkedIn.
• Collaborate with the marketing department to ensure all content is on-brand and compliant with industry regulations.
• Perform other support/administrative tasks as requested.

Knowledge, Skills and Abilities

• Fluency in English and Spanish (written and verbal) is required.
• Proficient in communication across both languages, with the ability to translate and interpret as needed.
• Ability to read, write, and communicate at a level consistent with the requirements of this position and comfortable working with the public.
• Must be able to make good decisions and meet deadlines.
• Excellent communication skills; verbal and written; holds self to a high level of quality.
• Must be self-motivated and enthusiastic to obtain personal and company goals.
• Ability to stay organized to easily retrieve information and documents as needed.
• Knowledge of Microsoft Office products; Word, Excel, Power Point and Outlook.
• Ability to exercise independent judgment to plan, prioritize and organize diversified workload and recommend changes in office practices and procedures.
• Flexibility to adapt to peak periods of heavy work and pressure.

Experience and Training

• High school diploma or equivalent.
• A minimum of one year related experience, preferred.

Physical Demands and Work Environment

Physical Demands:

• Mostly sedentary, however, while performing the duties of this job, the employee is occasionally required to walk; reach with hands and arms; stoop; talk and hear.
• Extensive reading and computer use is expected more than 50% of the time.  Receiving and expressing detailed information verbally, in person and by telephone is essential.  Must be able to verbally communicate effectively with others.
• Occasionally lift and/or move up to 15 pounds.
• Regular attendance is necessary and essential to this position.

Work Environment:

• Professional atmosphere in a branch environment
• While performing the duties of this job, the employee may be exposed to weather conditions prevalent at the time.
• Care must be observed while driving – absolutely no texting while driving.

Why is Ruoff Mortgage the right career choice?

• At Ruoff Mortgage, we truly believe that where you work and loving your job matters, so you will receive all the vital resources necessary for your career to take off! Our team is focused on helping our clients achieve their home borrowing goals while providing our employees with a rewarding, professional experience, and a friendly team-oriented work environment.

We offer a comprehensive Ruoff Total Rewards benefits package designed to support the well-being and success of our employees.

• Health & Wellness: Enjoy comprehensive health insurance plans, including medical, dental, and vision coverage, to keep you and your family healthy.
• Retirement Savings: Take advantage of a 401(k) plan with company match to help you plan for your future.
• Paid Time Off: Benefit from paid vacation, holidays, and sick leave to ensure you maintain a healthy work-life balance.
• Professional Development: We support your growth with training, education, and opportunities for career advancement.
• Employee Assistance Program (EAP): Access confidential counseling and support services for personal or professional challenges.

We’re committed to providing our employees with the tools and resources they need to thrive both personally and professionally.

Ruoff Mortgage reserves the right to modify, interpret, or apply this job description in any manner the company desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. This job description is not an employment contract, implied or otherwise. The employment relationship remains “At Will.” The aforementioned job requirements are subject to change to reasonably accommodate qualified individuals with disabilities. While we thank all candidates for your interest in our company, only those selected for interviews will be contacted. Ruoff Mortgage is an equal opportunity employer.