Loan Partner - Administrative Assistant

The Loan Partner One (LP1\), an Executive/Administrative Assistant, oversees the

Loan Officer's lead, calendar, and database management for the Loan Officer (LO).

The LP1 will directly communicate with new leads, active prospects, customers,

clients, and business partners daily, ensuring a smooth workflow and strong team chemistry. This role requires strong communication, time management, priority management, and data entry skills.

The LP1 must professionally represent the LO and team and strive to “wow”

internally and externally daily.

Compensation:

$35,000 \- $45,000 yearly

Responsibilities:3\+ Core Duties Key Measurements

Leads:

• Contact newly received leads within 4 hours (or per LO’s requirement)
• Maintain a 80%\+ lead\-to\-consultation ratio
• Maintain a 60%\+ lead\-to\-application ratio (or per LO’s requirement)

Calendar:

• Appoint 20\+ appointments weekly (or per LO’s requirement)
• All appointments must be set professionally and prudently (triage)
• Confirm 100% of appointments at least 24 hours in advance

Database :

* Events: Coordinate 2\+ monthly events (or per LO’s requirement)

* Gifts: Ensure 5\+ monthly gifts are sent

* Snailmail: Manage 500\+ mailers monthly

Misc:

* Email Management: Organize emails using Delete, Defer, Do, Delegate

* Expense Reports: Submit monthly

Essential Duties of this Position

Lead Management:

• Contact all new leads within 4 hours (or as required)
• Track all leads using the Lead Tracker
• Onboard all leads into the CRM
• Maintain and obsess over all lead\-tracking ratios
• Ensure borrower appointments are scheduled (phone, video, or face\-to\-face)
• Provide daily, monthly, quarterly, and annual lead management reports

Calendar \& Scheduling Management:

• Set 100% of all appointments for LO and the team
• Confirm all appointments via email, text phone (24\+ hours in advance)
• Review next\-day schedules for LO before leaving each day
• Answer 90% of incoming calls for LO and team
• Manage recurring face\-to\-face business partner meetings for LO
• Ensure LO is prepared for the daily Phone “Power Hour”

Database Management:

• Maintain database organization for the LO
• Send quarterly Letter\-from\-the\-Heart (LFTH) Evidence of Success (EOS)
• Snailmail
• Manage birthday, home closing, and anniversary programs
• Coordinate 2\+ monthly leveraged events (lunch ‘n learns, happy hours, etc
• Help LO send 2\+ email newsletters (minimum) and monitor open rates
• Send handwritten notes, birthday cards, post\-closing surveys, gifts, etc

Additional Responsibilities

• Ensure LO stays on track for all daily appointments
• Manage LO’s emails (if applicable)
• Handle incoming mail and maintain a spotless desk (if not virtual) for LO
• Maintain support for LO’s tech tools
• Assist with all administrative duties as needed
• Stay “one step ahead” of LO at all times

Qualifications:

• NMLS License (or the ability to obtain one)
• High school diploma or equivalent
• 40\-hour workweek minimum
• Experience with major Loan Origination Systems (Encompass, Calyx Point, etc.)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneNote)
• Excellent verbal and written communication skills
• Strong time management and organization
• Ability to work under pressure and meet deadlines

About Company

The Galli Team at Novus Home Mortgage is a nationally ranked, top 1% mortgage team led by Regional Vice President Chris Galli with 27\+ years of experience. Licensed in all 50 states, we proudly serve families and investors nationwide with strong hubs in Southwest Florida, the Southeast, and New England (including Worcester, MA, and the Eastern Seaboard). We are a multicultural, high\-performance team with Spanish\- and Vietnamese\-speaking members, specializing in everything from first\-time homebuyers to complex self\-employed and investor financing. Built on discipline, collaboration, and results, our culture is fast\-moving, growth\-oriented, and focused on creating wins for clients, referral partners, and team members alike. If you want to grow alongside proven leaders while making an impact in people’s lives, you’ll feel right at home here.