Mortgage Operations Coordinator

Location: Whitby, Ontario
Employment Type: Part-time to start, eventually full-time + commission
Compensation: $25–$30/hour, based on experience

About the Opportunity

We are looking for an experienced, highly organized Mortgage Operations Coordinator to join an established mortgage business and become a key part of day-to-day operations.

This is not a traditional administrative position and I am not your average employer.

We are looking for someone who understands the mortgage process, takes ownership of their work, communicates confidently with clients and lenders, and enjoys making sure nothing falls through the cracks. You will be the engine.

The right person will gradually take ownership of much of the administrative and operational side of the business, allowing mortgage agent to focus on client relationships, business development, mortgage strategy with complex files.

This is an opportunity to become an integral part of a growing mortgage practice with the potential for the role to expand significantly over time for a long time.

What You'll Be Doing

Mortgage File Management

- Manage mortgage files from application through closing in Velocity
- Collect, review and organize client documentation via Dropbox
- Follow up with clients for outstanding documents and information
- Prepare and organize mortgage applications and supporting documentation for signing in Docusign
- Coordinate submissions and communication with lenders/ underwriters
- Track conditions, deadlines and outstanding requirements in shared calendar - understanding of Apple products is an asset
- Maintain accurate and up-to-date file records
- Monitor files closely to ensure deals stay on track
- Coordinate with lawyers, lenders, clients, real estate agents and other professionals

Client Communication





- Act as the primary point of contact for routine client updates and document requests
- Keep clients informed throughout the mortgage process with templated emails
- Respond to questions and provide timely follow-up
- Provide a professional, warm and reassuring client experience
- Ensure clients know what is happening and what is required from them at each stage

Referral Partner Support

- Assist with communication and updates to realtor referral partners
- Help maintain strong relationships with referral partners
- Ensure referral partners receive appropriate updates throughout the mortgage process
- Maintain accurate referral-partner records

Database & Business Operations

- Maintain and update the CRM and client database
- Manage follow-up schedules and client touchpoints
- Assist with renewal and annual mortgage review campaigns
- Identify opportunities for follow-up and bring them to the attention of the mortgage agent
- Help document and improve business processes and systems
- Look for ways to automate and streamline repetitive tasks

What We're Looking For

The ideal candidate is someone who:

- Has 2+ years of Canadian mortgage experience, preferably in a brokerage environment
- Understands the mortgage process from application through closing
- Is highly organized and extremely detail-oriented
- Is comfortable working independently
- Takes ownership rather than waiting to be told what to do
- Has excellent written and verbal communication skills
- Is comfortable speaking with clients, lenders,



underwriters and real estate professionals - this can be built upon
- Is confident following up with people repeatedly when necessary
- Can manage multiple files and competing deadlines
- Is comfortable learning and using technology and CRM systems
- Has strong problem-solving skills
- Understands the importance of confidentiality and handling sensitive financial information professionally

The Personality We're Looking For

You don't need to be the loudest person in the room.

You do need to be the person who notices that a document is missing before anyone else does.

You're someone who:

Shows up.

Follows up.
Keeps track.
Solves problems.
Communicates clearly.
Doesn't let things fall through the cracks.

If you're the type of person who naturally creates order out of chaos, you'll probably enjoy this role.

What You'll Get

- Flexible hours to start
- Opportunity to work closely with an established mortgage professional
- Significant autonomy and responsibility
- Opportunity to help shape and improve the business's systems and processes especially with marketing
- The position will grow into a full time operations role. If you are interested in mortgages but don't know where to start this is the spot to learn on the job with security.
- Opportunity to become a key member of the business rather than simply an administrative support role
- A collaborative, relationship-focused working environment

Hours

The position will begin at approximately 10-15 hours per week, with flexibility around scheduling (not times but days)

There is potential for the role to grow into a full-time position as the business continues to grow and responsibilities increase.

Pay: $20.00-$30.00 per hour

Expected hours: No less than 10.0 per week

Benefits:

- On-site parking

Work Location: In person

📌 Mortgage Operations Coordinator (Whitby)
🏢 Credit Compass
📍 Whitby