Office Administrative Assistant

Graystone Group is supporting the largest asset-backed lender in the Mid-Atlantic in the search for a highly organized Administrative & Post-Closing Operations Coordinator.

This role provides essential administrative support for day-to-day office operations while serving as a critical support function for the Post-Closing and Collateral Management team. The ideal candidate is detail-oriented, process-driven, and comfortable working in a fast-paced lending environment where accuracy, organization, and follow-through are essential.

• Receive, sort, and log incoming business correspondence and mail for all departments
• Assist with procurement and inventory of office supplies and shipping materials
• Maintain organization and presentation of office spaces
• Coordinate office catering, including weekly lunches and snacks
• Manage birthday celebrations, including cards and internal coordination
• Complete and submit monthly expense reports
• Assist with planning quarterly initiatives, employee holiday gifts, and internal events
• Communicate HR-related updates, office closures, and internal announcements
• Coordinate training workshops, meetings, and company outings
• Support special administrative projects as assigned
• Conduct intake, tracking, and shipment of loan collateral using third-party vendors (e.g., Fed Ex)
• Prepare and organize collateral files for Capital Conduits and Investors
• Obtain missing or outstanding documentation from title companies and court jurisdictions, including Recorded Deeds of Trust and Final Loan Policies
• Review executed loan documents for completeness and accuracy
• Assist with auditing loan collateral reports and updating related data
• Prepare Allonges, Assignments, and associated shipment materials
• Set up, maintain, and manage physical loan files for secure storage
• Coordinate paid-off loan file management and retention with Iron Mountain
• Update standard operating procedures (SOPs) as needed to support operational efficiency

• Exceptional attention to detail with strong organizational skills
• Professional verbal and written communication skills for internal and external stakeholders
• Proficiency with Microsoft Office applications (Word, Excel, Outlook)
• Strong problem-solving and critical-thinking abilities
• Ability to prioritize tasks and adapt in a fast-paced environment
• Self-directed with minimal supervision required
• Ability to lift 10 lbs. or more as needed for file and collateral handling

• Bachelor’s degree in a relevant field
• Minimum of 2 years of experience in a professional office or administrative environment
• Demonstrated ability to manage sensitive documents with precision and discretion
• Proven track record of working independently while maintaining high accuracy standards