About Highclere Capital Highclere Capital is a growing, Ontario-based mortgage finance company focused on providing creative lending solutions to underserved borrowers across Canada. With a sharp eye on compliance, service excellence, and responsible growth, we partner with mortgage professionals to deliver tailored financing with speed and integrity. As a remote-first team, we’re building a culture rooted in accountability, collaboration, and a shared commitment to doing the right thing—for our brokers, our partners, and one another.

About The Role Reporting to the Director, Credit Operations, the Fulfillment Specialist plays a key role in ensuring mortgage files are processed, instructed, and closed with accuracy and efficiency. Working closely with brokers, solicitors, underwriters, and internal teams, this role is responsible for preparing documentation, reviewing required information, monitoring file progress, and resolving issues to keep transactions on track.

The Fulfillment

Specialist supports the underwriting and credit decision process by ensuring all required documentation is complete and by applying sound due diligence when reviewing files. This includes identifying and escalating inaccuracies, missing information, or potential risks to ensure files meet company standards and funding timelines. Success in this position means balancing speed with precision, delivering an excellent broker and client experience, and supporting continuous process improvement within the funding and servicing function..

Core Responsibilities File

Preparation & Documentation Review and prepare mortgage documentation for solicitor instructions

Validate data and documents for accuracy, completeness, and compliance

Monitor and prioritize funding and fulfillment requests to meet closing timelines Pipeline Management & Communication Liaise with brokers, solicitors, underwriters,



and internal teams to resolve outstanding items

Respond promptly to inquiries from Quality Assurance, Sales, or external partners

Establishes and maintains positive relationships with mortgage brokers to build loyalty to the Company

Maintains positive relationships with external partners such as mortgage insurers, appraisers, title insurance companies, and solicitors

Interacts with mortgage brokers for the collection of all required documents to satisfy mortgage commitment conditions

Reviews and verifies accuracy of required documentation related to income, down payment and the property using sound due diligence and in compliance with internal and regulatory guidelines prior to signing off on any mortgage conditions or documents, where applicable

Escalates any documentation issues to the Underwriter for review and sign off

Documents clear and complete notes within the mortgage underwriting system

Responds to all inquiries within established turnaround times

Adhere to policies/procedures to ensure AML requirements are met.

Operational Excellence

Identify process gaps and recommend improvements to enhance efficiency and accuracy

Maintain audit-ready files in accordance with regulatory and internal standards

Assist with departmental projects, initiatives, or administrative tasks as assigned Customer Experience Provide clear, professional, and timely communication to brokers and solicitors

Ensure any issues or complaints are investigated, documented, and resolved or escalated appropriately





Represent Highclere’s service-first approach in all interactions Skills & Experience Must-Have Qualifications 2+ years of experience in mortgage fulfillment, funding, legal administration, or financial operations

Strong attention to detail and ability to manage multiple priorities under tight deadlines

Proficiency with Microsoft Office (Excel, Outlook, Word) and comfort with digital workflow tools

Clear and professional communication skills, both written and verbal

Strong organizational skills with a focus on accuracy and quality control Nice-to-Have Experience with Prime and/or Alternative (Alt-A/B) mortgage products

Familiarity with mortgage servicing systems or LOS platforms (e.g., Filogix)

General understanding of accounting or Treasury processes

Bilingual in French is an asset Why Join Highclere? Be part of a growing company where your work truly matters

Gain exposure across HR, operations, and business support

Clear expectations and a collaborative, respectful environment

Hybrid work model with in-office collaboration Additional Information This role is eligible to participate in the annual bonus program.

Candidates must be legally eligible to work in Canada. Our Commitment to Inclusion and Accessibility Highclere Capital is an equal opportunity employer and is committed to creating an inclusive, accessible workplace for all employees. Accommodation is available upon request for candidates taking part in all aspects of the recruitment and selection process, in accordance with applicable accessibility legislation.

Any information received relating to accommodation will be addressed confidentially. Use of AI in Recruitment Highclere Capital may use AI-enabled tools to help review and organize applications. All hiring decisions are made by qualified members of our recruitment team.

📌 Fulfillment Specialist (Vaughan)
🏢 Highclere Capital
📍 Vaughan