Job Description

Job Description

Job Description

Job Title: Loan Officer Assistant

Company: Epic Mortgage, Inc.
Location: Remote/Hybrid
Reports To: Dante Royster
Employment Type: Full-Time

Job Summary:

Epic Mortgage, Inc. is looking for a highly organized, detail-obsessed, and creative multitasker to support our mission of transforming lives through smart home financing. As the Loan Officer Assistant, you’ll be the operational engine behind our outreach, content, client engagement, and compliance. You’ll assist in managing client data, supporting marketing efforts, enhancing client experiences, and ensuring all systems run like a finely tuned mortgage machine.

Key Responsibilities:

1. Client & Portfolio Management

• Maintain client database (Buffini) and spreadsheet of active, past, and prospective clients.
• Input and update applicant data weekly.
• Write and send thank-you notes, qualification letters, and follow-up reminders.
• Track sales, referrals, closings, pipeline, and engagement activity.

2. Relationship & Engagement Support

• Prepare and send monthly birthday greetings (cards, emails, social).
• Manage monthly "Item of Value" mailers for non-email clients and rotating applicant list.
• Prepare and send refi follow-up emails at 6-month intervals.

3. Social Media & Content Publishing

• Schedule and post daily (3–4x) content across Facebook, Instagram, LinkedIn, and Google.
• Source and organize content from closings, podcast episodes, featured properties, and other media assets.
• Post closing announcements and client milestones.

4. Podcast & Video Coordination

• Upload full podcast episodes and materials into Monday.com.
• Submit episodes to Podmachine, review edits/clips, and upload to YouTube.
• Maintain podcast episode logs and support marketing rollout.

5. Marketing & Newsletter Execution

• Create and send weekly newsletters using Buffini content and original pieces from Dante.
• Maintain contact databases within Squarespace.
• Design flyers, lead-ins, and property features; support Gino with visuals for video creation.

6. Compliance & Licensing

• Update loan logs weekly using Encompass data.
• Assist with internal audits and organize data for state review.
• Monitor and manage NMLS license renewals and sponsorships for Epic and Dante.
• Maintain state-specific compliance using URS and other tools.

7. System & Website Administration

• Serve as Encompass admin: manage users, troubleshoot, and produce call reports.
• Maintain Epic Mortgage and personal brand websites (epic.mortgage, danteroyster.com, Consumer Connect).
• Oversee updates, links, property pages, and web-based forms.

8. Client Experience & Closing Support

• Coordinate with title companies to obtain closing documents for audit.
• Track and log Clear to Close statuses; send review request emails.
• Organize and maintain FiveStar review and recognition systems.

9. HR & Internal Operations

• Prepare onboarding documents, maintain the employee handbook, and assist with new hire setup.
• Design and order business cards, brochures, and certificates for loan officers.
• Guide staff through Encompass onboarding if needed.

10. Special Projects & Seasonal Tasks

• Organize and send Christmas cards to closed clients and referral partners.
• Coordinate monthly Mastermind Events: flyers, reminders, attendee follow-up.
• Maintain records, videos, and engagement statistics from event participation.

Skills & Qualifications:

• Proven experience in administrative or mortgage-related roles.
• Strong organizational and project management skills.
• Excellent written communication and copywriting skills.
• Familiarity with CRM systems (Buffini, Encompass), Squarespace, and social media platforms.
• Basic design and digital marketing knowledge is a plus.
• Self-motivated, tech-savvy, detail-oriented, and comfortable juggling multiple priorities.

What You’ll Love About This Role:

• You get to help people build wealth through homeownership.
• You’ll be a key part of a growing, purpose-driven brand.

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