Remote Mortgage Operations & Client Care Assistant
Compensation
- $38,000 to $45,000/year, depending on experience
- Full-time remote position
- 90-day compensation review
- Additional 6-month compensation review for strong performance
- Annual performance bonus potential
- Long-term growth into a higher-paid Mortgage Operations & Client Care Coordinator role
Location
- Fully remote
- Must be available during Eastern Time business hours
- Canada preferred
About Us
We are a growing mortgage brokerage led by a senior mortgage broker with more than 23 years of experience in residential mortgages, refinancing, commercial mortgages, private lending, construction financing, and complex mortgage structuring.
The broker is part of a national brokerage network and has ranked among the Top 20 brokers nationally within that network.
This is a fast-moving, client-focused, AI-forward mortgage business. The right candidate will work directly with the broker and gain real exposure to mortgage files, lenders, clients, approvals, closings, referral partners, and day-to-day brokerage operations.
This is a strong opportunity for someone who wants to grow into a trusted right-hand role inside a serious mortgage business.
About the Role
We are looking for a highly organized, detail-oriented, tech-savvy assistant to work directly with a senior mortgage broker.
This is a combined mortgage operations and client care role.
The right person will help manage mortgage files from intake to funding while also helping keep our client and referral database warm through thoughtful follow-up, organization, and relationship support.
This is not a passive admin job. It is a right-hand support role for someone who enjoys organization, follow-up, client service, and helping a busy broker stay focused on approvals, closings, lenders, and business growth.
What You’ll Be Doing, Mortgage Operations
- Assist with mortgage file intake from start to finish
- Organize client documents received through Gmail
- Create and maintain Google Drive mortgage file folders
- Rename, sort, and organize PDFs accurately
- Track missing documents and follow up with clients
- Help prepare lender packages
- Assist with mortgage applications, credit bureaus, document checklists, and file summaries
- Update file notes, task lists, and internal checklists
- Coordinate appraisal, lawyer, lender, and client follow-up
- Draft professional emails for review
- Track deadlines, mortgage conditions, approvals, and next steps
- Help keep files moving quickly toward approval and funding
- Support the broker with calendar, email, and task management
- Use AI tools to help summarize, organize, draft, and improve workflows
What You’ll Be Doing, Client Care & Database Support
- Follow up with past clients
- Check in with referral partners
- Help schedule annual mortgage reviews
- Send birthday, renewal, and client-care messages
- Update client notes and contact records
- Help identify clients who may need refinancing, renewal support, debt consolidation, private lending, or a mortgage review
- Draft thoughtful follow-up emails and texts for review
- Help create a better client experience before, during, and after funding
- Help keep the client and referral database warm
- Support relationship-based follow-up, not aggressive cold calling
Who You Are
- Extremely organized
- Fast on a computer
- Excellent written English
- Reliable and responsive during business hours
- Comfortable working remotely
- Calm under pressure
- Detail-oriented
- Strong at follow-up
- Good at following systems and checklists
- Comfortable asking questions when something is unclear
- Able to handle confidential client information professionally
- Interested in learning the mortgage business
- Comfortable working with a fast-paced entrepreneur who moves quickly
- Willing to use AI, systems, templates, and checklists to work more efficiently
Experience That Helps
- Mortgage administration experience is a strong asset
- Banking, lending, real estate, legal assistant, insurance, or financial services experience is helpful
- Client service, relationship management, or database follow-up experience is helpful
- Experience with Gmail, Google Drive, PDFs, spreadsheets, CRMs, and task management is helpful
- Experience using ChatGPT or other AI tools is a strong asset
- Velocity / Newton experience is an asset, but not required
What This Role Is Not
- This is not a sales role
- This is not a high-pressure cold-calling role
- This is not a passive administrative job
- This is not ideal for someone who needs constant direction
- This is not ideal for someone who gets overwhelmed by urgency
- This is not ideal for someone who dislikes technology, change, or learning new systems
The Ideal Candidate
You are the person who likes organizing chaos.
You like clean folders, clear checklists, fast follow-up, and knowing exactly where every file stands.
You may not know mortgages yet, but you are smart, fast, reliable, and willing to learn.
You take pride in making someone else’s day easier.
You are comfortable working behind the scenes, supporting a high-performing broker, and helping files move from intake to approval to funding.
You also enjoy thoughtful client follow-up and understand that long-term relationships are a major part of the business.
You want more than just a basic admin job. You want to learn, grow, and become a trusted part of a serious mortgage operation.
Growth Opportunity
This role starts as a remote Mortgage Operations & Client Care Assistant position.
For the right person, this can grow into a higher-paid Mortgage Operations & Client Care Coordinator role with more responsibility, more independence, and increased compensation.
Compensation will be reviewed after 90 days based on reliability, responsiveness, organization, communication quality, accuracy, ability to follow systems, client care, and ability to help move mortgage files forward.
Our goal is simple: if you help the business grow and make the broker’s day easier, your role and compensation should grow with it.
Schedule
- Monday to Friday
- Full-time
- Eastern Time business hours
- Remote work
- Occasional urgency required when mortgage files are time-sensitive
How to Apply
Please reply with:
- Your resume
- Your typing speed, if known
- The software tools you use regularly
- Whether you have mortgage, banking, real estate, legal, insurance, finance, or client-care experience
- Whether you have experience using ChatGPT or other AI tools
- A short note explaining why you would be good at keeping a fast-moving mortgage broker organized
Pay: $38,000.00-$45,000.00 per year
Work Location: Remote
