Office Administrative Assistant at Graystone Group

• Job Location McLean, VA
• Seniority Associate
• Type Full-time

Description

Job Purpose 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.

Key Responsibilities Office & Administrative Operations 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 Post-Closing & Collateral Management Support Conduct intake, tracking, and shipment of loan collateral using third-party vendors (e.g., FedEx) 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 Requirements 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 Required Qualifications 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