Job Description

Loan Officer Assistant

Ruoff Mortgage is seeking a detail-oriented Loan Officer Assistant at our Downriver, MI location to provide essential support in a fast-paced branch environment. This dual-role opportunity combines general office administration with specialized loan officer assistance, ensuring smooth branch operations and excellent borrower experience. The administrative assistant side of this role focuses on office management, customer service, and clerical support. The Loan Officer Assistant (LOA) side is dedicated to partnering with the Branch Manager and Senior Loan Officers to help manage loan files, borrower communication, and pipeline progression from application through closing. The ideal candidate will be highly organized, adaptable, and able to maintain confidentiality while balancing multiple responsibilities.

Essential Responsibilities

• Greet guests in a professional, friendly manner and manage visitor area (open/close branch daily).
• Answer phones, take messages, and respond to routine inquiries.
• Organize and maintain branch office supplies.
• Collaborate with Branch Manager for community events.
• Sort and distribute mail; respond to recurring information requests.
• Draft and proofread correspondence and other business documents.
• Assist Branch Manager and Senior Loan Officers with updating Social Media content that is approved by marketing and compliance.
• Assist with collecting documentation and general clerical duties.
• Assist the Branch Manager with keeping the office clean, organized and staffed during business hours.

Loan Officer Assistant

• Understand loan documents, loan origination system (Encompass), and the mortgage process to support file management.
• Gather borrower documentation and assist loan officer with collecting and organizing loan files.
• Track and follow up on outstanding borrower items to ensure timely completion.
• Communicate and follow up with customers per Branch Manager and Senior Loan Officer's request.
• Collaborate with processors, closers, and underwriters, as needed, to maintain workflow efficiency.
• Ensure all actions are compliant with company policies, regulations, and laws.
• Handle sensitive borrower information with strict confidentiality.

Marketing & Social Media Support

• Assist in creating and distributing marketing materials, including rate sheets and promotional content.
• Support Branch Manager's and Senior Loan Officer' online presence by creating and managing social media content (posts, videos, reels) across Facebook, Instagram, and LinkedIn.
• Collaborate with the marketing department to ensure all content is compliant and adheres to branding and design standards.

Other Duties

• Stay informed on local real estate trends and mortgage regulations.
• Perform additional support or administrative tasks as assigned.

Knowledge, Skills, and Abilities

• Fluency in English required.
• Strong communication skills (verbal & written) with attention to detail.
• Excellent organizational skills and ability to prioritize multiple tasks.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to make sound decisions and meet deadlines under pressure.
• Self-motivated, enthusiastic, and goal oriented.
• Ability to exercise independent judgment and adapt to peak workloads.

Requirements

Experience and Training

• High School Diploma or equivalent required; some college coursework preferred.
• Minimum 2 years of mortgage industry experience preferred (exposure to FHA, VA, USDA loans is a plus).
• Familiarity with marketing materials or advertising campaigns a plus.
• Must maintain current knowledge of licensing, registration, and training requirements under the SAFE Act and other applicable regulations.

Physical Demands and Work Environment

Physical Demands:

• Primarily sedentary role with frequent computer use and reading.
• Occasional walking, reaching, or light lifting (up to 15 lbs).
• Must be able to effectively communicate in person, by phone, and electronically.
• Regular attendance is essential.

Work Environment:

• Professional branch office atmosphere
• May occasionally be exposed to weather conditions while performing duties outside of the office.

Job Dimensions

Internal Relationships: Branch and Area Manager, Senior Loan Officers, Processors, Closers, Underwriters, and other corporate staff.

External Relationships: Borrowers, Realtors, Title Companies, and third-party service providers.

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.

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.

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