Front Desk Administrator

FRONT DESK ADMINISTRATOR

Seeking a trustworthy, detail-oriented, and proactive professional to manage lead flow, client communication, and administrative operations. The ideal candidate is a fast learner, strong problem solver, and fluent in both English and Spanish. This role is critical to ensuring an efficient client experience and accurate pipeline management.

Key Responsibilities

Lead Management & CRM Administration

• Manage and track all incoming leads from multiple sources
• Enter and maintain accurate client data in Monday CRM
• Update lead status and workflow stages as clients progress
• Send application links and follow up with clients who have not completed applications
• Request and track prequalification documents through Arive
• Notify internal teams when applications and documents are received or require action

Communication & Call Handling

• Answer inbound calls professionally and efficiently
• Route calls to appropriate team members as needed
• Act as liaison between clients and internal teams
• Document all interactions and updates in the CRM system

Document Management

• Organize and store client documents in designated systems (QP Share)
• Ensure all files are accurately labeled and easily accessible

Appointment Scheduling

• Schedule mortgage and tax service appointments
• Confirm appointments with clients 24 hours in advance

Operational & Administrative Support

• Support daily office operations and administrative tasks
• Maintain office organization and assist with internal processes
• Coordinate client gifts and prepare closing baskets
• Ensure smooth workflow between departments

Reporting & Lead Tracking

• Generate weekly reports on lead status and pipeline activity
• Track incomplete applications and missing documentation
• Provide updates on CRM accuracy and lead flow to management

Qualifications

• Bilingual (English/Spanish) required
• Strong attention to detail and organizational skills
• Fast learner with the ability to adapt quickly
• Proactive problem solver with a solutions-driven mindset
• Professional communication and customer service skills
• Experience with CRM systems (Monday preferred) is a plus

Work Environment

• Fast-paced, team-oriented office setting
• Opportunity for growth within mortgage and real estate operations

Job Type: Full-time

Benefits

• Paid time off

Education

• High school or equivalent (Required)

Language

• FLUENT English and Spanish (Required)

Work Location: In person