Office Administrator

We are seeking a highly organized, client-focused Office Administrator to support a busy residential mortgage brokerage. This role is central to creating a seamless client experience from initial inquiry through closing and post-funding follow-up, while supporting the broker and agents with efficient day-to-day operations.

The ideal candidate is proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment.

Occasional additional hours may be required during peak periods.

Key Responsibilities

Client & Administrative Support

• Respond to phone, email, and online inquiries promptly
• Schedule appointments and manage broker/agent calendars
• Maintain accurate CRM records and client files
• Provide clients with guidance on documentation and next steps
• Support brokers and agents with administrative tasks and meeting preparation

Mortgage File & Process Coordination

• Collect, review, and organize client documentation
• Prepare applications, disclosures, and compliance paperwork
• Coordinate with lenders, solicitors, appraisers, and insurers
• Track application progress and follow up on outstanding conditions
• Assist with closing and funding coordination

Client Care & Office Operations

• Maintain client follow-up schedules and renewal reminders
• Assist with testimonials, reviews, and referral initiatives
• Support marketing activities, database management, and event planning
• Help maintain office systems, supplies, and vendor relationships
• Track KPIs related to leads, deals, and client satisfaction

Skills & Qualifications

• Experience in mortgage, financial services, or real estate administration preferred
• Strong understanding of the mortgage process and related documentation
• Excellent communication and organizational skills
• Proficiency with CRM systems, Microsoft Office, and document management platforms
• Strong attention to detail and ability to prioritize effectively
• Professional, client-first approach with strong problem-solving abilities

What Success Looks Like

• Clients feel supported and informed throughout the mortgage process
• Brokers and agents are empowered to focus on client relationships and business growth
• Office operations remain organized, efficient, and compliant
• Strong client retention and referral growth through exceptional service