[Hiring] Mortgage Fulfillment Specialist & Administrator @The HR Pro

Role Description

This is a remote position.

We’re looking for a Mortgage Fulfillment Specialist & Administrator to join our busy mortgage team and help manage files throughout the mortgage journey, ensuring each file moves smoothly from initial application through to funding. This is a hands-on role for someone who genuinely enjoys organization, checklists, deadlines and making sure that the “little things” don’t become very big things later.

You’ll be responsible for keeping files moving by:

• Collecting documents
• Satisfying conditions
• Updating systems
• Completing compliance requirements
• Keeping communication flowing between the mortgage team, lenders, lawyers, and other partners

If you're the person who notices that something is missing before anyone else does, follows up without being asked three times, and gets a small amount of satisfaction from a beautifully organized file...we should talk.

Qualifications

• Excellent communication skills
• Highly organized and detail-oriented
• Strong written and verbal communicator
• Proactive and able to identify what needs to happen next
• Ability to handle confidential and sensitive information with professionalism and discretion
• Ability to work independently
• Tech-savvy and comfortable learning new systems and software
• Comfortable using AI tools as part of an efficient workflow
• Reliable, accountable and excellent at follow-through
• Positive team player
• Experience with Finmo, Blu mortgage, Loom, Ownwell and Microsoft Suite

Requirements

• Take ownership of mortgage files from conditional approval through to funding
• Prepare and send signing packages
• Manage live offers
• Upload OTPs, MLS documents and other required documentation to Finmo
• Use AI tools for property data entry
• Update application details to match signed documents
• Update and tag files in Blu
• Monitor conditions, deadlines and outstanding documentation
• Pull titles and complete related documentation
• Complete and track FINTRAC/KYC requirements
• Communicate with lenders, lawyers, FCT/FNF and other external partners
• Send lawyer and FCT/FNF instruction emails
• Book insurance referrals
• Order appraisals and title searches
• Keep emails, folders and files organized
• Process and track invoices
• Support strategy calls and other administrative requirements
• Help keep internal systems, labels and workflows clean and up to date
• Assist with recurring communications and marketing activities

Benefits

• Meaningful level of ownership
• Work with a variety of internal and external partners
• Play an important role in making sure that approved deals actually make it across the finish line smoothly