Mid Island Mortgage & Savings Ltd. is an established mortgage brokerage in downtown Nanaimo. We are looking for a highly motivated, dependable and organized Receptionist / Administrative Assistant to join our team and provide administrative and operational support to three active, self-employed mortgage brokers.

We are looking for someone who takes pride in their work, follows through on commitments and can independently manage day-to-day office responsibilities. The successful candidate will be proactive, resourceful and accountable, with the ability to anticipate needs, prioritize competing tasks and ensure that significant details do not fall through the cracks.

This role is ideal for someone who enjoys variety, takes pride in doing things well, and can work independently while keeping multiple priorities organized. We value professionalism, accountability, initiative and a team-oriented attitude.

Key Responsibilities

Reception and Client Service

- Provide a welcoming, professional first point of contact for clients and callers.
- Answer incoming calls professionally, take accurate messages and direct calls appropriately.
- Maintain a friendly, organized and professional office environment.

Mortgage Administration

- Open, organize and maintain client and mortgage files.
- Track mortgage deals, deadlines and outstanding documents.
- Assist with document preparation, electronic signatures and general file administration.
- Maintain accurate records and ensure administrative tasks are completed in a timely manner.

Marketing and Communications

- Assist with online advertising,



social media and marketing initiatives.
- Prepare and distribute monthly newsletters.
- Write and publish monthly blog posts.
- Update and maintain the company website.
- Help keep the company's online presence current and professional.

Office Administration

- Assist with bookkeeping, payroll and other accounting-related tasks, depending on experience.
- Maintain an organized, clean and professional office environment.
- Handle general administrative duties and other tasks as required.

What We're Looking For

The successful candidate will be someone who is reliable, resourceful and takes ownership of their work. We are looking for an individual who can anticipate needs, solve problems, manage competing priorities and follow tasks through to completion without requiring constant supervision.

Essential qualifications and attributes:

- Strong computer skills and confidence in learning new software.
- Familiarity with DocuSign, Mailchimp and WordPress.
- Excellent organizational skills and attention to detail.
- Solid written and verbal communication skills.
- Dependability, punctuality and a consistent, professional approach to work.
- Ability to work independently,



use good judgment and take initiative.
- Accountability for assigned tasks, deadlines and the quality of work.
- A positive, professional and helpful attitude when dealing with clients and colleagues.
- Ability to manage changing priorities while maintaining accuracy and follow-through.

Assets that would be an advantage:

- Experience with social media, digital advertising, marketing or content creation.
- Experience with bookkeeping, accounting or payroll.
- Experience in an administrative, receptionist or office coordination role.
- Familiarity with mortgage administration or financial services.

Compensation and Benefits

- $22–$24 per hour during the three-month probationary period.
- Increase to $25 per hour upon successful completion of probation.
- Monday to Friday, 9:00 a.m. to 4:00 p.m.
- Free on-site parking in downtown Nanaimo.
- Please note: Medical and dental benefits are not provided.

How to Apply

We are looking to fill this position as soon as possible.

If you are a dependable, organized and self-motivated individual who takes pride in your work and enjoys being an important part of a small, busy team, we would like to hear from you.

Please apply through Indeed with both a resume and cover letter. Applications must include both documents. References will be checked.

Pay: $22.00-$25.00 per hour

Expected hours: 35.0 per week

Benefits:

- On-site parking

Application question(s):

- Explain your experience working with MailChimp, Docusign and Wordpress.

Work Location: In person

📌 Administrative Assistant (Nanaimo)
🏢 Mid Island Mortgage & Savings
📍 Nanaimo