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Lopan Officer Assistant- Administrative WOrk
FreelanceJobs
- Canada
- Canada
Über
Department: Mortgage Production
Reports To: Senior Loan Officer / Branch Manager
Classification: Full-Time
Position Summary
The Loan Officer Assistant (LOA) plays a critical role in supporting high-producing Loan Officers licensed in multiple states. This position is responsible for preparing loan documentation, managing administrative workflow, coordinating communication between borrowers and third parties, and ensuring files move efficiently from application to closing.
The LOA must demonstrate exceptional organization, compliance awareness, urgency, and customer service skills to maintain a seamless mortgage experience while supporting a high-volume pipeline.
Core Responsibilities
1. Loan File Setup & Documentation
Assist in collecting and reviewing initial borrower documentation (income, assets, credit, identification).
Ensure complete and accurate loan application submission in the LOS (Loan Origination System).
Prepare and organize loan files in accordance with company, investor, and regulatory guidelines.
Upload and label documents in compliance with state and federal requirements.
Maintain digital and physical file integrity for audit readiness.
Monitor expiration dates of documentation (VOEs, credit reports, bank statements, etc.).
2. Administrative & Pipeline Management
Track loan milestones from application to closing.
Maintain detailed pipeline reports and provide daily status updates to Loan Officer.
Schedule borrower consultations and follow-up appointments.
Manage calendars for multi-state licensed Loan Officers.
Ensure timely disclosures, re-disclosures, and compliance deadlines are met.
Follow up on outstanding conditions from borrowers and third parties.
Coordinate rate locks and monitor lock expiration timelines.
3. Borrower & Client Communication
Serve as the primary point of contact for borrowers during the processing stage.
Provide clear updates regarding loan status and next steps.
Request and explain documentation requirements to borrowers.
Maintain professional and compliant communication across multiple state jurisdictions.
Deliver high-level customer service that reflects the company's brand and standards.
4. Coordination with Third Parties
Communicate with processors, underwriters, title companies, appraisers, and escrow officers.
Order and track third-party services (appraisals, title, VOEs, payoffs).
Ensure appraisal and title reports are received and reviewed promptly.
Coordinate closing timelines with settlement agents.
Assist with final Closing Disclosure preparation and borrower confirmation.
5. Compliance & Regulatory Adherence
Ensure adherence to federal regulations including:
TRID (TILA-RESPA Integrated Disclosure)
RESPA
ECOA
HMDA
Understand and apply state-specific mortgage regulations for licensed states.
Maintain confidentiality of borrower financial information.
Assist in preparing files for quality control audits.
Ensure all disclosures are delivered within required timelines.
6. Pre-Underwriting & Condition Management
Conduct preliminary income and asset review before submission.
Identify potential underwriting issues proactively.
Organize and clear underwriting conditions.
Prepare complete files for submission to underwriting.
Assist in structuring files to improve approval efficiency.
7. Marketing & Business Development Support (For High Producers)
Assist with CRM management and lead tracking.
Update database and maintain referral partner communication logs.
Support email campaigns and client follow-up.
Help manage Realtor and builder relationships through scheduling and coordination.
Assist with event planning and client appreciation initiatives.
Required Skills & Qualifications
Minimum 2+ years mortgage industry experience preferred.
Experience supporting high-volume Loan Officers.
Proficiency in LOS systems (Encompass, Calyx, or similar).
Strong understanding of FHA, VA, Conventional, and Non-QM guidelines.
Knowledge of multi-state licensing compliance.
Excellent verbal and written communication skills.
Ability to manage 30–60+ active loan files simultaneously.
Strong time management and attention to detail.
Proficient in Microsoft Office and CRM platforms.
Key Competencies
High-level organization
Urgency and responsiveness
Compliance awareness
Confidentiality
Customer service excellence
Multitasking in fast-paced environment
Problem-solving mindset
Performance Expectations in a High-Producing Environment
Maintain accurate pipeline tracking with zero compliance violations.
Respond to borrower and partner inquiries within same business day.
Ensure files are submission-ready with minimal underwriting conditions.
Support Loan Officer production volume of $2M–$5M+ per month.
Contribute to improved cycle times and closing ratios.
Contract duration of less than 1 month. with 30 hours per week.
Mandatory skills: Online Chat Support, Social Media Management, Administrative Support, Web Scraping, Loan Processing, Outbound Sales, Appointment Setting, Lead Generation, Email Campaign, Email Marketing, Automation, Sales Funnel, Landing Page, Online Form Creation
Sprachkenntnisse
- English
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