Administrative Assistant

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Job Summary:
A regional financial services organization is seeking a highly organized and detail-oriented Administrative Assistant to support the processing of credit transactions and related client communications. This position plays a key role in ensuring operational efficiency through data entry, client follow-up, and marketing coordination. Primary responsibilities include maintaining accurate transaction records, managing communication workflows, and supporting internal team members in daily administrative functions.
Key Responsibilities:

• Enter data from new credit applications into internal systems (Advantage).
• Access Secretary of State databases for verification purposes.
• Provide pricing quotes to prospective clients/vendors using Advantage software.
• Book, close, and edit transactions within Advantage.
• Input and update client information in the ACT customer database; apply market segmentation coding.
• Create and distribute marketing campaigns using the Constant Contact platform.
• Follow up with newly booked and past clients for updates or resolution of issues.
• Maintain and update Excel-based rate and payment factor spreadsheets on a monthly basis.
• Track completed transactions and compile monthly and year-to-date summaries.
• Ensure supply of Activity Sheets for physical filing systems.
• Respond to emails and phone inquiries professionally; document and relay messages.
• Assist with preparation and submission of monthly online trade articles in coordination with leadership.
• Follow up on insurance coverage requests related to financed equipment.
• Provide general assistance to the manager on administrative and operational tasks as needed.

Minimum Education & Experience Requirements:

• High school diploma or equivalent required; associate’s or bachelor’s degree in business, marketing, or related field preferred.
• Minimum of 2 years of administrative or office support experience, preferably within financial services or related industries.

Special Requirements:

• No specific certifications required, but familiarity with relevant software systems is essential.

Knowledge, Skills, and Abilities:

• Proficient in Microsoft Excel and Word.
• Experience with CRM and marketing platforms (e.g., ACT, Constant Contact).
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to manage multiple tasks simultaneously.
• Comfortable learning and adapting to new software platforms (Advantage, AI-based writing tools).
• Friendly and professional demeanor for engaging with clients and vendors.
• Bilingual Spanish/English communication skills are a plus.

Additional Desired Characteristics:

• Background in business marketing is highly beneficial.
• Creative aptitude for composing or editing written content.
• Ability to work independently with minimal supervision while also being a collaborative team member.

Job Type: Full-time

Pay: $18.00 - $25.00 per hour

Schedule:

• 8 hour shift

Work Location: In person