Executive Assistant / Business Operations Coordinator - 484

Position: Executive Assistant / Business Operations Coordinator

Working Hours & Conditions: AU Working Hours

Role Summary

Drive efficiency, capacity, and operational momentum as the Director’s strategic right hand. This critical role combines high-level executive support with specialized mortgage workflow management. Sitting at the intersection of client management, pipeline logistics, and broker coordination, you will translate high-level client discussions, meetings, and directives into actionable, trackable, and fully executed outcomes.

Designed specifically for an experienced Australian mortgage broking professional, this position requires strong familiarity with the end-to-end loan application lifecycle, basic credit concepts, lending terminology, and aggregator software. You will keep clients, files, and team priorities moving seamlessly while optimizing the Director's focus on high-value business growth.

Key Responsibilities

Executive & Operational Strategy

• Act as the Director’s primary operational manager and force multiplier.
• Protect the Director's schedule by filtering tasks, managing priority workflows, and resolving routine operational queries directly.
• Capture strategic conversations, client briefs, and action items, converting them into structured deliverables and file handovers.
• Coordinate executive meetings, prepare detailed briefings, compile file summaries, and manage active action lists.
• Maintain proactive oversight of task execution, driving follow-ups without requiring executive prompts.

Mortgage Coordination & Client Lifecycle Management

• Translate initial client conversations and discovery notes into clear briefs for Brokers and Para Brokers.
• Capture client lending objectives, financial positions, proposed loan structures, and immediate requirements accurately.
• Review documents and apply baseline credit knowledge to identify potential file risks or policy gaps before escalation.
• Facilitate document collection, assist with KYC and identity verification, and enforce clear file documentation standards.
• Track milestones from pre-approval through to formal approval and settlement coordination.

CRM, Pipeline & Workflow Management

• Serve as the administrator for the primary CRM, maintaining absolute data integrity across all active files.
• Map every opportunity to a clear next action, monitoring the pipeline to prevent bottlenecking or stalled files.
• Facilitate structured file handovers among the Director, Brokers, Para Brokers, and support staff.
• Oversee team accountability, monitoring overdue tasks, and tracking key workflow milestones.
• Coordinate communication across external stakeholders, including lenders, BDMs, conveyancers, and accountants.

Requirements

Required Qualifications & Expertise

• 3+ years of direct experience in an Australian mortgage brokerage (EA, Loan Processor, Broker Assistant, or Operations Coordinator).
• In-depth understanding of the Australian loan lifecycle, credit concepts, supporting document standards, and lender requirements.
• Direct proficiency in major industry CRM platforms and Australian loan aggregator platforms.
• Exposure to lender portals, servicing calculators, pricing tools, and document collection systems.
• Fluent written and verbal English, superior task prioritization, proactive follow-through, and file management skills.