We are looking to hire an administrative assistant to work full-time, in-house with work hours from Monday to Friday, 9:00 am to 5:00 pm.
Work role will focus on clerical and administrative support. You will assist colleagues and executives in order to optimize workflow procedures in the office. You will be the point of reference for all queries, requests or issues and will be an integral part of the company's workforce.
REQUIREMENTS:
- Full-time worker, Monday to Friday from 9:00 am to 5:00 pm.
- Fluent English. Bilingual is an asset but NOT required.
- Good customer service skills.
- Team player, responsible, self-motivated, and able to work independently.
- Strong multi-tasking and time management capabilities.
- Proficiency in MS Office (Word, Excel, Outlook, and related applications).
- Strong written and verbal communication skills.
- Integrity, professionalism, and attention to detail.
- Knowledge of Canva is an asset.
- Basic computer skills and ability to quickly learn new software systems.
- Ability and willingness to use Artificial Intelligence (AI) tools and digital technologies to improve efficiency, automate routine tasks, organize information, assist with document preparation, and optimize administrative workflows.
- Comfortable working with AI-powered tools and adapting to new technology platforms as they are introduced.
JOB SUMMARY:
The Administrative Assistant will provide clerical and administrative support while helping optimize office workflow procedures. This role requires strong organizational skills, attention to detail, and the ability to leverage modern technology, including AI tools, to improve productivity and efficiency.
Responsibilities include:
- Answer phone calls and redirect them when necessary.
- Provide sales support and strong communication to customers, processors, and management from loan pre-qualification to loan closing while maintaining production standards established by BHM Financial management.
- Complete loan and mortgage applications using the Company loan product system, including required documentation and stipulations, while ensuring compliance with company policies.
- Maintain production reports for leads, sales contacts, pipeline activity, and other relevant sales reports.
- Effectively manage and follow up on leads generated through various Marketing Department efforts.
- File and update customer contact information accurately.
- Prepare and disseminate correspondence, memos, forms, and other business documents.
- Support and facilitate the completion of regular loan/mortgage-related documents.
- Develop and maintain organized filing systems.
- Use AI tools and software applications to assist with administrative tasks such as drafting communications, summarizing information, improving document organization, preparing reports, and enhancing workflow efficiency.
- Review and verify AI-generated content to ensure accuracy, professionalism, confidentiality, and compliance with company standards.
- Generate and issue accounts receivable accurately and in a timely manner.
- Monitor and follow up on outstanding accounts receivable balances.
- Reconcile customer accounts and resolve billing discrepancies.
- Perform regular reviews of aging reports and implement collection strategies to minimize overdue accounts.
- Update and maintain accurate customer information and payment terms.
- Prepare and analyze reports on accounts receivable status for management review.
- Process customer payments and allocate them correctly to outstanding balances.
- Be prepared to perform additional administrative tasks and support office operations as required.
Job Type: Full-time
Pay: From $16.10 per hour
Expected hours: 40 per week
Ability to commute/relocate:
- Outremont, QC: reliably commute or plan to relocate before starting work (required)
Work Location: In person
