Mortgage Broker Assistant

The Mortgage Broking Assistant provides end-to-end operational and administrative support to an Australian-based mortgage broking team. This is a specialized role requiring prior experience in mortgage processing and loan support — not a general VA or EA position.

The role supports brokers with loan application processing, documentation management, CRM updates, lender coordination, and compliance tasks. The assistant must understand Australian mortgage processes, aggregator systems, and loan submission workflows.

RESPONSIBILITIES:

• Loan Processing & Administration:
• Assist brokers with end-to-end loan application processing
• Prepare and package loan files for submission to lenders
• Manage supporting documentation (ID, income, credit checks, serviceability docs)
• Conduct preliminary file checks to ensure completeness and compliance
• Liaise with lenders for updates, additional documents, and status tracking
• Monitor loan milestones from application through to settlement
• Experience with Pricing and Valuations
• CRM & Systems Management:
• Maintain and update broker CRM systems
• Work within aggregator platforms (e.g., ApplyOnline / equivalent aggregator systems)
• Ensure accurate data entry and record keeping
• Track loan pipeline and update status reports
• Client & Stakeholder Communication:
• Communicate professionally via phone and email
• Liaise with brokers, lenders, solicitors, and other stakeholders
• Provide regular file updates to brokers
• Compliance & Quality Assurance:
• Ensure files meet aggregator and lender compliance standards
• Maintain document integrity and version control
• Follow company-specific processes and regulatory requirements
• Administrative Support:
• File preparation and organization
• Support brokers with ad hoc administrative tasks
• Assist with post-settlement documentation and archiving

Requirements

QUALIFICATIONS:

• 2+ years’ experience in mortgage broking support OR loan processing
• Experience with Australian mortgage documentation and workflows
• Understanding of aggregator systems
• Hands-on experience in loan writing support or mortgage assistant role
• Experience working remotely or supporting offshore clients (preferred)

TECHNICAL SKILLS:

• Experience using mortgage CRM systems
• Experience with aggregator platforms
• Proficient in Microsoft Office (Excel, Word, Outlook)
• Strong document management skills
• Ability to work with cloud-based tools

SOFT SKILLS & COMPETENCIES:

• High attention to detail
• Strong written and verbal English communication
• Ability to follow structured processes
• Self-managed and disciplined (remote environment)
• Proactive problem-solving ability

PERFORMANCE INDICATORS (KPIs):

• Loan file accuracy rate
• Turnaround time for document collection and file submission
• CRM accuracy and data completeness
• Responsiveness to broker queries
• Compliance adherence rate
• File progression timelines

ADDITIONAL PREFERRED SKILLS/EXPERIENCES (Not Required):

• Social Media & Marketing Support
• Creation and scheduling of social media content across Facebook, Instagram, and LinkedIn
• Graphic design support using tools such as Canva
• Setting up and managing event registrations via Eventbrite
• Assisting with email marketing campaigns
• Monitoring social media engagement and reporting on basic metrics
• Supporting the coordination of client events and webinars