Mortgage / Finance Virtual Assistant

Company Type: Finance / Mortgage Broking Business

 Hours: 20 hours per week (approx. 4–5 hours/day)

 Schedule: Monday, Tuesday, Thursday, Friday (Wednesday off preferred)

 Time Zone: Perth, Australia (AWST) – aligned working hours required

 Start Date Target: Immediate (as early as Monday if possible)

 Communication Tool: Microsoft Teams (primary), email, possibly WhatsApp (support)

 

ROLE OVERVIEW

We are seeking a highly detail-oriented Mortgage / Finance Virtual Assistant with experience in broker support, loan processing, and CRM/data entry systems.

The VA will support a busy mortgage broker in managing client applications, updating loan files, preparing and maintaining documentation, and ensuring all broker systems are accurately updated and compliant.

This is a fast-paced, analytical, and systems-heavy role that requires accuracy, confidentiality, and strong understanding of mortgage broking workflows.

 

CORE RESPONSIBILITIES

Mortgage & Broker Support Tasks

• Assist with end-to-end mortgage application processing

• Enter and update client details, loan files, and application data

• Send client onboarding links and collect required documentation

• Follow up with clients for missing requirements and supporting documents

• Maintain and update loan progress across broker systems

• Assist in loan servicing calculations and financial data entry

• Monitor application status and ensure timely progression of files

CRM & Systems Management

• Use multiple broker systems including:

  • Mercury (primary CRM system)

  • Connective (aggregator platform)

  • AOL (industry broker system)

• Navigate system prompts for:

  • Client onboarding

  • File updates and loan tracking

  • Document uploading and record keeping

• Ensure all client data is accurately encoded and updated in real time

Client Coordination & Admin Support

• Communicate with clients via system-generated links and emails

• Conduct follow-ups for missing information or pending documents

• Support broker with daily operational admin tasks

• Maintain organized digital records for each client file

• Respond to internal updates via Microsoft Teams

Reporting & Communication

• Provide updates via Teams during working hours

• Collaborate closely with broker on file-specific instructions

• Participate in real-time clarifications for complex cases

• Ensure accuracy and completeness of all submitted work

REQUIRED SKILLS & EXPERIENCE

Must-Have:

• Prior experience as a Mortgage Broker Assistant / Finance VA / Loan Processor

• Familiarity with mortgage workflows and documentation requirements

• Experience using CRM or broker systems (Mercury, Connective, Planline or similar)

• Strong data entry and analytical skills

• Excellent attention to detail

• Ability to work independently with minimal supervision

• Strong communication skills (written English)

Preferred:

• Australian mortgage industry experience

• Exposure to loan servicing calculators

• Experience working in broker aggregator environments

• Previous remote VA experience

TOOLS TO BE USED

• Mercury CRM system

• Connective platform

• Planline broker system

• Microsoft Teams (daily communication)

• Email (client communication)

• Internal broker calculators/tools

WORK STYLE & EXPECTATIONS

• Must be comfortable working in real-time, guided tasks via Teams

• Must follow system-driven workflows (built-in SOPs per platform)

• Must be responsive during agreed working hours

• Must maintain confidentiality at all times

• Must be highly organized and detail-oriented

• End-of-day reporting required (task summary + progress updates)

SECURITY & COMPLIANCE

• NDA required prior to onboarding

• Access to systems will be provided via secure logins

• Option for company email access or monitored internal email system

• Strict confidentiality of client financial data is required