Administrative Assistant

About The Mortgage Law Firm

The Mortgage Law Firm has been a respected provider of default legal services for many years, offering extensive support to mortgage servicers, banks, investors, and other financial entities. Our strength lies in our deep industry knowledge, strong client partnerships, and dedication to excellent service.

We do more than provide legal advice; we serve as committed partners assisting clients with resources, support, and legal guidance to help them navigate complex regulations and reduce risks. Whether through ongoing legal services, training, or advocacy, we aim to help our clients succeed.

Role Overview

Reporting to general supervision, the Administrative Assistant works collaboratively within the administrative team to support workload management. This role focuses on data entry and administrative tasks, demanding multitasking skills, precision, and attention to detail. It involves handling large volumes of documents, requiring flexibility and the ability to work efficiently under pressure. This position does not involve any supervisory duties.

Key Responsibilities

• Handle daily task requests and manage numerous case files using client portals and direct communication.
• Perform routine clerical tasks such as scanning, copying, filing, and organizing documents to promote smooth office operations.
• Prepare and file legal documents with the appropriate government agencies, following deadlines and procedures.
• Maintain firm files within the database by entering data accurately and conducting quality checks.
• Provide professional communication by managing visitor inquiries, phone calls, emails, and overseeing multiple email inboxes, directing matters promptly to relevant personnel.
• Manage mail and errands including document/package pickup and delivery.
• Participate in organizational efforts aimed at enhancing operations through training, projects, and developmental activities.
• Operate office equipment such as copiers, postage meters, monitors, and other essential devices.
• Join meetings to offer ideas, feedback, and solutions while integrating key learnings into daily responsibilities.
• Maintain a confidential, orderly, and clean work environment.
• Support cross-functional and out-of-state teams as needed to ensure continuity and teamwork.

Qualifications & Skills

• Possess a high school diploma or GED.
• Have at least three years of experience in foreclosure or mortgage servicing operations.
• Exhibit strong written and verbal communication skills suitable for effective interaction with clients, colleagues, and leadership.
• Demonstrate superior customer service skills including professionalism, responsiveness, and ability to handle inquiries efficiently.
• Excel in organization and time management; capable of prioritizing competing tasks and meeting deadlines.
• Maintain high accuracy and attention to detail when managing documents and case data.
• Employ critical thinking and problem-solving skills to address complex issues.
• Be proficient in Microsoft Word, Adobe Acrobat, Internet Explorer, and Microsoft Access, with willingness to learn additional platforms as needed.
• Work effectively both independently and as part of a team in a fast-paced environment driven by deadlines.
• Adapt easily to evolving client expectations, internal workflows, and industry regulations.

Core Competencies

• Accountability: Own tasks and complete them timely, fulfilling commitments.
• Accuracy: Minimize errors such as typos and redundancies to prevent inefficiencies.
• Communication: Convey information clearly and adjust style to various audiences; actively listen and provide excellent customer service.
• Compliance: Follow laws, policies, confidentiality, and regulatory guidelines with integrity.
• Critical Thinking: Make informed decisions by thoughtfully evaluating information and situations.
• Dependability: Deliver results amid high-demand tasks and shifting priorities.
• Flexibility: Adjust to changing work environments and requirements with open-minded problem-solving and a desire to grow.
• Operational Excellence: Engage in continuous process improvements to boost efficiency and understanding of operations.
• Teamwork: Balance team and individual roles; promote positivity and collaborative success.

Compensation

The position offers an hourly wage between $17 and $20 in Honolulu, HI.