Mortgage Fulfillment Specialist & Administrator

This is a remote position.

• Take ownership of mortgage files from conditional approval through to funding ensuring conditions documentation and deadlines are managed from start to finish.
  
• Prepare and send signing packages and ensure required documents are completed and returned.
  
• Manage live offers including updating property details and application information in Finmo.
  
• Upload OTPs MLS documents and other required documentation to Finmo.
  
• Use AI tools to assist with property data entry while carefully reviewing the information for accuracy.
  
• Update application details to match signed documents and ensure the file reflects the most current information.
  
• Update and tag files in Blu and move files through the appropriate stages.
  
• Keep the team informed when files are ready to move forward including communicating when files are ready for lender submission.
  
• Monitor conditions deadlines and outstanding documentation and follow up proactively.
  
• Pull titles and complete related documentation.
  
• Complete and track FINTRAC/KYC requirements including ensuring required client forms and documentation are completed and properly documented.
  
• Communicate with lenders lawyers FCT/FNF and other external partners throughout the fulfillment process.
  
• Send lawyer and FCT/FNF instruction emails.
  
• Book insurance referrals
  
• Order appraisals and title searches.
  

• Keep emails folders and files organized and ensure information is easy to find when needed.
  
• Process and track invoices including recurring invoice requirements.
  
• Support strategy calls and other administrative requirements.
  
• Help keep internal systems labels and workflows clean and up to date.
  
• Jump in to support the mortgage team wherever an extra set of organized hands is needed.
  

• Supporting partner email campaigns and communications.
  
• Assisting with social media posts and updates.
  
• Adding relevant Facebook connections to the companys business network.
  
• Assisting with short-form social media video updates.
  
• Supporting recurring initiatives such as the Mortgage Minute and other partner communications.
  

• Highly organized and detail-orientedyou actually enjoy keeping things in order.
  
• A strong written and verbal communicator who can communicate professionally with clients lenders lawyers and partners.
  
• Thrives managing multiple active files competing priorities and deadlines without losing track of the details.
  
• Proactive and able to identify what needs to happen next rather than waiting to be told.
  
• Must be able to handle confidential and sensitive information with professionalism and discretion.
  
• Ability to work independently.
  
• Tech-savvy and comfortable learning new systems and software ideally assisting your co-workers with tech.
  
• Comfortable using AI tools as part of an efficient workflow while understanding that AI does not replace human judgment or accuracy checks.
  
• Reliable accountable and excellent at follow-through.
  
• A positive team player who is willing to jump in and help when needed.
  
• Comfortable with a role that includes both high-detail mortgage administration and a few broader business/marketing tasks.
  
• Experience with Finmo Blu mortgage Loom Ownwell and Microsoft Suite.
  
• Willing to join team members for social events.