About the Role

Team Baweja Mortgages, a Brampton-based brokerage serving homebuyers, investors and self-employed clients, is hiring an Administrative Assistant to keep our files, clients and office running smoothly.

You will be the first point of contact for clients and partners, and you will keep every mortgage file organized, complete, and moving toward closing. You will report to the mortgage broker and agents on the team and work closely with lenders, lawyers and realtors.

This is an administrative role. You will not provide mortgage advice or negotiate mortgage terms on behalf of clients; our licensed mortgage agents handle those activities.

Key Responsibilities

Client and file support

- Greet and respond to clients by phone, email and text; book and confirm appointments
- Send document checklists and follow up until each file is complete
- Review incoming documents (ID, income, down payment, property) for completeness and accuracy
- Enter client and deal information into our mortgage software and CRM
- Prepare file summaries and submission packages for the mortgage agents

Lender, lawyer, and partner coordination

- Track conditions, commitments and deadlines from application through closing
- Liaise with lenders' underwriters, lawyers, realtors, appraisers and builders' sales teams
- Send lawyer instruction packages and confirm closing dates
- Keep pre-construction deal timelines and deposit and closing milestones up to date

Office administration

- Maintain a secure, organized digital filing system and follow privacy and record-retention requirements
- Manage the team's calendar, reminders and daily task list
- Prepare renewal, birthday and anniversary follow-ups and client-care touchpoints
- Order supplies and handle general office tasks





Marketing and communications support

- Help schedule and post social media content and update the website when needed
- Send referral thank-yous and gather client reviews
- Support email campaigns and event logistics such as client appreciation events and builder presentations

Qualifications

- 1+ years of administrative, customer service or office experience (financial services, real estate or law preferred)
- Excellent written and spoken English; robust attention to detail with numbers, names and dates
- Confident with Google Workspace or Microsoft Office, e-signature tools and CRM or database entry
- Highly organized, able to juggle several files and deadlines and follow each one through to closing
- Professional, friendly phone and email manner with clients and industry partners
- Comfortable handling confidential personal and financial information
- Able to work independently and as part of a small team
- Eligible to work in Canada

Assets

- Experience with mortgage software such as BOSS, Filogix, Velocity or Finmo, or with a CRM
- Knowledge of Ontario mortgage and real estate terms, or a completed Ontario mortgage agent course
- Working knowledge of Punjabi, Hindi or Urdu, which helps with our GTA client base
- Basic social media scheduling and design skills (Canva, Meta Business Suite)

Job Details and How to Apply To apply, email your resume and a short cover letter to [[email protected]] with the subject line "Administrative Assistant Application". We thank all applicants, but only those selected for an interview will be contacted. Team Baweja Mortgages is an equal opportunity employer. Accommodations are available on request during the hiring process.

Pay: $18.00-$20.00 per hour

Work Location: In person

📌 Administrative Assistant (Brampton)
🏢 Team Baweja Mortgages
📍 Brampton