Job Summary

We are seeking a highly organized, skilled, and proactive Front Desk, Administrative & Executive Assistant to join our fast-paced mortgage team.

This role combines front-desk reception, office administration, executive support, communication management, and day-to-day coordination. The ideal candidate will be the first point of contact for clients, brokers, lenders, and visitors while providing reliable administrative and organizational support to executive leadership.

The successful candidate must be comfortable multitasking, managing confidential information, coordinating multiple priorities, and maintaining a professional and welcoming office environment.

Key ResponsibilitiesFront Desk & Client Experience

- Greet clients, visitors, brokers, and business partners professionally and ensure a welcoming office experience.
- Answer and direct incoming phone calls and manage voicemail and call routing.
- Monitor and respond to general inquiries and ensure messages are directed to the appropriate team member.
- Maintain a professional and organized reception and common office areas.
- Coordinate visitor arrivals, meetings, appointments, and office bookings.
- Assist with basic client and broker inquiries and direct more complex matters to the appropriate department.

Executive & Leadership Support
- Provide day-to-day administrative support to the President, Managing Broker, and senior leadership.
- Manage calendars, meetings, appointments, and scheduling requests.
- Monitor executive inboxes, identify priority items, and flag urgent or time-sensitive communications.
- Draft routine emails, correspondence, follow-ups, and internal communications.
- Maintain executive task lists and follow up on outstanding items.
- Prepare meeting materials, notes, documents, and follow-up action items.
- Coordinate meetings, calls, appointments, and internal/external communications.
- Handle sensitive and confidential information with discretion.





Administrative & Office Coordination
- Maintain organized digital and physical filing systems.
- Assist with document preparation, data entry, scanning, printing, and document distribution.
- Maintain accurate records and ensure documents are easily accessible.
- Coordinate office supplies, equipment, deliveries, mail, and general office requirements.
- Assist with onboarding and administrative setup for new team members.
- Coordinate internal requests and ensure tasks are followed through to completion.
- Maintain calendars, task lists, contact lists, and administrative trackers.
- Assist with team events, meetings, training sessions, and office activities.

Communication & Systems
- Work across platforms including Microsoft Outlook, Teams, CRM systems, cloud-based applications, and internal communication tools.
- Manage phone and voicemail systems and track missed or outstanding communications.
- Assist with troubleshooting basic system, access, and administrative issues.
- Maintain accurate CRM and administrative records where required.
- Ensure information is communicated efficiently between leadership, staff, brokers, lenders, and other stakeholders.

Mortgage Office Administrative Support
- Assist the mortgage team with general administrative and documentation-related tasks.
- Support the organization and tracking of mortgage-related documents and requests.
- Assist with internal checklists, status tracking, and follow-ups.
- Maintain strong attention to detail when handling client and business documentation.




- Support compliance and documentation processes as directed by management.

Qualifications & Experience
- 2+ years of experience in an administrative, receptionist, executive assistant, office coordinator, or customer service role preferred.
- Previous experience supporting executives, managers, or a professional services environment is an asset.
- Strong proficiency with Microsoft Outlook, Word, Excel, Teams, and other cloud-based tools.
- Experience working with CRM systems such as Zoho, Salesforce, or similar platforms is an asset.
- Excellent written and verbal communication skills.
- Strong organizational skills with exceptional attention to detail.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Professional, friendly, and confident communication style.
- Strong ability to maintain confidentiality and handle sensitive information.
- Ability to work independently, take initiative, and follow through without constant supervision.
- Strong problem-solving and multitasking abilities.
- Professional appearance and a client-focused approach.

Nice-to-Have
- Experience in the mortgage, financial services, real estate, or professional services industry.
- Experience supporting senior or executive leadership.
- Familiarity with CRM, task-management, and workflow platforms.
- Experience with document management and compliance-related administration.
- Experience coordinating meetings, events, training sessions, or corporate activities.

To Apply : -Recent photos (professional or clear headshots preferred, as this is a client-facing role)

-Resume

Job Types: Full-time, Permanent

Pay: $55,000.00-$65,000.00 per year

Benefits

- Dental care
- Extended health care
- On-site parking
- Paid time off

Application question(s):
- Are you located in Surrey/Delta/Langley Area ?
- How many years of Experience you have with operations?

Work Location: In person

📌 Front Desk Operations, Administrative & Executive Assistant (Surrey)
🏢 DLC A.I.M.I. Collective Mortgage Group
📍 Surrey