Role Summary:
The Mortgage Agency is looking for an Office Administrator to support the team by managing office operations, administrative tasks, and foster and maintain relationships with direct clientele and partners. We are seeking a forward-thinker with excellent communication skills, both written and verbal and someone who possesses strong problem-solving skills. You thrive in a fast-paced environment and do your best work as part of a collaborative team.
This is a permanent full-time role with a schedule of Monday - Friday from 9 - 5:00.
This position will work off a hybrid system, working from both the office located in Vaughan, Ontario and remotely from home. Further details to be discussed.
We offer:
- A family-like environment – we are a small but mighty team that works hard.
- A business-casual dress code - our dress code matches our laid-back but professional work environment.
- Continuous improvement - we always look to our employees for ideas to improve efficiency.
- We keep you fueled throughout the day - with snacks and beverages.
Duties & Responsibilities include:
- Supports company operations by maintaining office systems and supporting staff with administrative duties.
- Answers the telephone and monitors company emails while providing exceptional customers service to customers
- Manage and maintain business and sales tracking
- Keeps management informed by reviewing and analyzing special reports and summarizing information
- Schedules office staff meetings and takes meeting notes
- Assists managers and supervisors in developing policies and procedures
- Assists internal staff and owners with technical issues
- Assists with compliance, filing, accountant
- Performs other related duties as assigned.
- Prepare and review statements for management, borrowers and solicitors
- Assist in all clientele post-closing activities including but not limited to closing phone calls and on-going correspondence with clients
- Maintain strong and regular communications with borrowers, investors, solicitors and brokers
- Maintain and update new deal tracking on our internal CRM software system
- Input mortgage applications and collect and review supporting documentation from Clientele. Guiding clients along the fulfillment process by promptly communicating updates and setting expectations on next steps
- Collect & Review Documentation: Ensure all necessary documentation is complete, accurate, and compliant with lending requirements. Request any missing or updated documents from clients as needed.
- Guide Clients Through the Process: Communicate clearly with clients throughout the mortgage process, providing timely updates, setting expectations for next steps, and addressing any questions or concerns.
- Ensure Smooth Fulfillment: Liaise with underwriters, solicitors, and brokers to ensure timely progression of the application, from document submission to approval and closing.
- Maintain ongoing relationships and look for opportunities to grow relationships within assigned accounts
The ideal candidates has:
- Two or more years of Office Administration experience
- Mortgage industry experience required.
- Understand how to read credit bureaus
- Filogix and Velocity experience required
- College diploma or equivalent education + related experience
- Proficient with MS 365 (Word, Excel, Outlook), and phone systems
- Managing processes and creating new ones for greater efficiency
- Developing standards
- Promoting process improvement
- Ability to multitask, prioritize, and adapt to a changing environment
- Strong verbal and written communication skills
- Highly personable and willing to be in a supportive role
- Proven ability to foster and maintain strong business relationships
- Strong analytical skills and ability to remain highly organized in a deadline driven environment while maintaining strict attention to detail
About The Mortgage Agency
The Mortgage Agency offers a personalized service that is professional, ethical and knowledgeable. An organization of accumulated over 25 years of experience in the Mortgage and Financial Service field.
We offer a wide range of mortgage solutions to suit all client needs including Business for Self, Stated Income, Renewals, Refinances, New to Canada and much more. Our services include the following:
- Educate choice options and aid in the most suitable mortgage decisions
- Counsel clients on credit and financial literacy
- Deal with all major banks and mortgage wholesalers
- Provide maximum flexibility in financing choices
- Help you every step of the way: We work for you, not the bank
Application Process:
We value diversity and welcome all applications.
We thank all applicants for their interest, however only those selected for further consideration will be contacted for an initial interview.
