Australian Mortgage- Admin Assistant

We are looking for a tech savvy Admin Assistant to support the team by managing email correspondence, handling CRM tasks, and ensuring the smooth flow of deals from initiation to completion. The ideal candidate will have experience in finance or working with brokers in Australia, with proficiency in MyCRM or similar platforms. This role involves monitoring email pipelines, ensuring all required documentation is in place, and coordinating communication between clients and the internal team.

Responsibilities:

Daily Administrative Tasks:

Check emails, flag any that require a response from the broker, and reply to those that can be handled independently.

Review tasks and work completed overnight by the CLPC team in Teams.

Check Teams for outstanding tasks on each deal and action accordingly.

If further documentation is required, email clients using the broker’s email.

Follow up on any pending client communications and escalate if necessary.

Client Communication:

Respond promptly to client inquiries via email or phone.

Follow up with clients on outstanding documents or updates for loan processing.

Schedule client meetings, property inspections, and valuation appointments.

CRM Management (MyCRM):

Log into MyCRM daily to manage tasks.

Check the deal board in MyCRM, update deal notes, and ensure each application has supporting documents.

Enter and categorise new leads, ensuring proper documentation.

Track client interactions and follow-ups, maintaining up-to-date client information.

Monitor loan statuses and timelines to keep the broker informed.

Pipeline Management:

Oversee the loan pipeline in MyCRM to ensure all deadlines and milestones are met.

Prioritise urgent files and alert the broker to any delays or missing information.

Ensure key dates like settlements and approval deadlines are flagged in the CRM.

Document Management:

Collect, verify, and upload client documents (e.g., pay slips, bank statements) to MyCRM.

Ensure documents are correctly organised and labelled.

Verify document accuracy and completeness before submission to lenders.

Lender Relationships:

Maintain communication with lenders, ensuring strong relationships and timely processing.

Track lender product updates and share relevant information with the broker.

Client Satisfaction:

Send post-settlement follow-ups to gather client feedback.

Track and report client satisfaction metrics to the broker.

Requirements:

Australian Mortgage Broking experience is a must.

Previous experience with CRMs (preferably MyCRM) and email pipeline management.

Experience in finance, working with brokers, or a similar field is highly desirable.

Ability to learn new systems and processes quickly.

Strong task management skills with the ability to coordinate across teams.

Highly organised with strong attention to detail.

Excellent written and verbal communication skills in English.

Ability to work under pressure and meet deadlines.

Software to Be Used:

MyCRM: Daily updates and deal tracking.

Teams: Task review and communication with the CLPC team.

Email: Managing client communications and ensuring proper documentation.

Timezone: AEST

Working Hours: 4 hours per day / 20 hours per week

Rate: $460 AUD