Administrative Assistant

Job Title: Administrative Assistant

Job Description

The Administrative Assistant plays a key role in supporting a team of mortgage brokers by managing client files, coordinating third-party services, and ensuring timely and professional communication with all stakeholders. This position suits a detail-oriented and organized professional who is eager to deepen their knowledge of the mortgage and private lending industry while contributing to a collaborative, team-focused office.

Responsibilities

• Provide daily administrative support to a team of mortgage brokers, ensuring their workflows run smoothly and efficiently.
• Manage incoming and outgoing communication with clients, brokers, lawyers, and third-party service providers via phone and email in a timely and professional manner.
• Initialize, organize, and maintain client files for home equity loans and home equity lines of credit, ensuring all documentation is accurate and up to date.
• Conduct credit checks through Equifax and Filogix, maintaining confidentiality and accuracy of client information.
• Coordinate property appraisals and liaise with third-party providers to ensure timely completion of required reports.
• Assist in mortgage lifecycle administration, including renewals, funding, payouts, and insurance verifications.
• Support day-to-day operations by completing follow-up tasks, tracking outstanding items, and ensuring that all stakeholders receive clear and consistent updates.
• Collaborate with other administrative team members to balance workload and maintain high service standards across the office.

Essential Skills

• Minimum 2+ years of experience in an administrative role.
• Strong verbal and written communication skills in English.
• Professional phone etiquette and a client service mindset.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Post-secondary education with a degree or diploma, ideally related to financial services.
• High attention to detail and strong organizational skills.
• Ability to manage multiple tasks and priorities in a fast-paced office environment.

Additional Skills & Qualifications

• experience in financial services or a related field.
• Personable and approachable demeanor, with the ability to build positive relationships.
• Ability to work effectively with others in a large office environment.
• Comfort working as part of a strong administrative team supporting multiple mortgage brokers.

Work Environment

This role is based in a modern, in-office environment supporting a team of five mortgage brokers and working alongside eight other administrative professionals in a strong, collaborative team. The standard shift is from 8:30 . to 5:00 . The office is transit-friendly, with no on-site parking provided. The dress code is business casual. The workplace offers a new, modern office space, an included exercise package, a well-equipped kitchen, and a flexible, laid-back atmosphere with a family feel. Full benefits are available after three months, contributing to a supportive and engaging work culture

Job Type & Location

This is a Permanent position based out of Vancouver, BC.

Pay and Benefits

The pay range for this position is $56000.00 - $58000.00/yr.

Workplace Type

This is a fully onsite position in Vancouver,BC.

À propos d'Aston Carter

Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, l’acquisition de talents, les achats, la chaine d’approvisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de l’industrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre vaste réseau pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie et en Europe, Aston Carter est au service d’un grand nombre d’entreprises du classement Fortune 500. Nous sommes fiers d’avoir remporté la désignation « Prix Platine » dans le cadre des prix Best of Staffing Client et Talent décernés par ClearlyRated.

Aston Carter est un employeur souscrivant au principe de l’égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l’âge, de la couleur, de la religion, des origines nationales, du statut d’ancien combattant, d’un handicap, de l’orientation sexuelle, de l’identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande d’accommodement raisonnable, tel que la modification ou l’ajustement du processus de demande d’emploi ou d’entrevue à cause d’un handicap, veuillez envoyer un courriel à

Ordonnance sur l’égalité des chances de San Francisco: Conformément à l’Ordonnance sur l’égalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels.

Utilisation de l’intelligence artificielle (IA): Nous pouvons utiliser l’intelligence artificielle (IA) pour soutenir certaines étapes de notre processus d’embauche, notamment la recherche, la présélection et l’évaluation des candidatures. L’IA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à l’aide d’outils d’IA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the ., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.