Executive Assistant – Business Operations Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Serve as the primary operational manager and force multiplier for the Director.

• Safeguard the Director's schedule by filtering tasks, managing priority workflows, and directly addressing routine operational inquiries.

• Document strategic discussions, client briefs, and action items, transforming them into organized deliverables and handover files.

• Organize executive meetings, create comprehensive briefings, compile file summaries, and oversee active action lists.

• Maintain proactive oversight of task execution and ensure timely follow-ups.

• Convert initial client discussions and discovery notes into concise briefs for Brokers and Para Brokers.

• Accurately document client lending goals, financial positions, proposed loan structures, and immediate needs.

• Review documents and utilize foundational credit knowledge to identify potential file risks or policy gaps prior to escalation.

• Assist in document collection, support KYC and identity verification processes, and uphold clear standards for file documentation.

• Monitor milestones from pre-approval through formal approval and coordinate settlement activities.

• Manage the primary CRM and ensure data integrity across active files.

• Align every opportunity with a defined next action and oversee the pipeline to prevent bottlenecks or stalled files.

• Facilitate structured file handovers among the Director, Brokers, Para Brokers, and support staff.

• Supervise team accountability, track overdue tasks, and monitor key workflow milestones.

• Coordinate communication with lenders, BDMs, conveyancers, and accountants.

⛳️ Requirements

• A minimum of 3 years of relevant experience in an Australian mortgage brokerage (EA, Loan Processor, Broker Assistant, or Operations Coordinator).

• Comprehensive understanding of the Australian loan lifecycle, credit concepts, supporting document standards, and lender requirements.

• Demonstrated proficiency in major industry CRM platforms and Australian loan aggregator systems.

• Familiarity with lender portals, servicing calculators, pricing tools, and document collection systems.

• Fluency in written and spoken English.

• Exceptional skills in task prioritization, proactive follow-through, and file management.

🏝️ Benefits

• Competitive salary package.

• Opportunities for professional development and career advancement.

• Supportive and collaborative work environment.