Administrative Assistant

Position: Administrative Assistant

Department: Administrative

Reports To: Paralegal

Location: 7450 Campus Drive, Suite 200, Colorado Springs, CO 80920

Remote: ☐  YES or ☒  NO

Exempt: ☒  Non-exempt: ☒

Compensation & Benefits: $ 19.00-21.00 per hour/annually (Hourly listed if non-exempt, salary listed if exempt)

Mortgage Solutions of Colorado, LLC d/b/a Mortgage Solutions Financial (“MSF”) offers a comprehensive benefit package and PTO (paid time off) for eligible employees. The benefit package includes Health, Dental and Vision Insurance, options to participate in a Health Savings Account, Flexible Spending Account, Life and AD&D coverage, voluntary Supplemental Life, voluntary Short-Term, Long-Term Disability and Supplemental insurance. In addition, eligible employees have the option to participate in a company retirement plan.

About MSF

MSF is a national mortgage lender based in Colorado Springs. MSF strongly believes every client should be served with integrity, dignity, and respect. Without compromise, MSF is committed to providing loans that are in the best interest of our clients, not our bottom line. We will continue to educate the community by empowering our clients to make responsible and informed fiscal decisions that result in greater financial peace of mind.

Role Overview

We are seeking a highly service-oriented Administrative Assistant to join our busy front office team. The ideal candidate thrives on helping others, possesses excellent customer service skills, and maintains a positive, "can-do" attitude—meeting every request with a smile and a readiness to assist. You will be part of a three-person team handling approximately 250 calls per day, assisting walk-in visitors with check-in process, and managing high-volume email inboxes and voicemails.

In this role, you will manage front desk clerical duties including filing, scanning, and data entry, as well as keeping our employee breakroom clean and well-stocked. Additionally, you will provide critical support to our specialized administrative functions, including Licensing, Third Party Origination (TPO) setup, Legal, Facilities, and vendor contracting. If you are organized, detail-oriented, and truly enjoy delivering exceptional support to both internal teams and external customers, we want you on our team.

Essential Duties:

• Perform general front desk, administrative, and clerical duties including filing, scanning, mailing, faxing, document preparation, and data entry.
• Serve as an assistant focusing on front desk duties, collaborating as part of a three-person administrative team.
• Answer, transfer, and handle a high volume of inquiries from internal and external parties via phone, computer, and in-person.
• Assist visitors with check-in process.
• Maintain a clean and well-stocked employee breakroom, including making coffee, stocking snacks, cleaning the refrigerator, and ensuring proper maintenance.
• Manage multiple inboxes, reports, and administrative tasks while ensuring accuracy and efficiency.
• Provide administrative support to management and higher-level staff on routine assignments, special projects, and tasks for other departments as directed.
• Assist with the administration of document and matter management software systems.
• Ensure compliance with company regulations, policies, procedures, and recordkeeping requirements.
• Train new Administrative Assistants as needed.
• Support licensing activities, including assisting with city, county, and state business license applications and registrations; preparing and filing regulatory applications, amendments, and supporting documentation; and maintaining licensing records and checklists.
• Support TPO setup functions, including maintaining client account information and daily reports; running due diligence reports on TPO entities; and ensuring broker, correspondent, and wholesale lender setup requirements are completed accurately and timely.
• Support the legal team, including assisting with corporate governance, minutes, and annual report filings; conducting preliminary legal research and gathering documentation for litigation or regulatory responses; and drafting, proofreading, and organizing legal documents, templates, and correspondence.
• Support vendor management and contracting, including vetting new vendors, conducting risk assessments, and performing due diligence; reviewing, negotiating, and tracking vendor contracts, service level agreements, and non-disclosure agreements; and monitoring vendor performance, processing renewals, and managing contract terminations.
• Maintain reliable, regular, and predictable onsite attendance.
• Perform other duties as assigned.

Qualifications, Experience & Knowledge

• 1–3 years of experience in an administrative, receptionist, customer service, or office support role preferred.
• Mortgage or financial industry experience preferred.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to multitask, prioritize assignments, and manage time effectively.
• Strong organizational, problem-solving, and attention-to-detail skills.
• Ability to work independently and collaboratively within a team environment.
• Self-directed with a positive, professional, and proactive attitude.
• Proficiency with Microsoft Office Suite, Excel, Adobe Acrobat/Reader, and general computer applications.
• Familiarity with document management systems and website navigation preferred.
• Basic project management and administrative coordination skills preferred.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Occasional movement throughout the office to access files, equipment, and work areas.
• Occasionally lift and/or move up to 25 pounds to stock breakroom.
• Must be able to push, pull, bend, twist, reach overhead, grasp, and hold office tools and materials as needed throughout the workday.

MSF is an equal opportunity employer. All candidates for employment are considered equally and no distinction is made on the basis of race, color, national origin, age, religion, disability, sex, sexual orientation, gender identity, gender expression, marital status, genetic information, or veteran status.  MSF is also committed to providing qualified applicants and employees reasonable accommodation, when necessary, to enable the individuals to complete the application process and/or perform the essential functions of the job. An applicant and/or employee requiring reasonable accommodation to perform any essential job function, should contact Human Resources.