Executive Assistant / Business Operations Coordinator - 484
- Role
- Operations
- Experience
- Mid
- Employment
- Full-time
Open to PH only. Set where you work from to check your eligibility.
No BS summary
Experienced Australian mortgage broking professional to support the Director and manage mortgage workflow. Requires 3+ years in an Australian mortgage brokerage and proficiency with CRM and loan aggregator platforms. Must operate on AU working hours.
Core skills
Required skills
Optional languages
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.
What you'll do
- Act as the Director’s primary operational manager; protect the Director's schedule by filtering tasks, managing priority workflows, and resolving routine operational queries.
- Capture strategic conversations, client briefs, and action items, converting them into structured deliverables, file handovers, and detailed briefings for meetings.
- Translate client conversations into clear briefs for Brokers and Para Brokers; capture lending objectives, financial positions, proposed loan structures, and identify baseline credit risks.
- Facilitate document collection, assist with KYC and identity verification, enforce file documentation standards, and track milestones from pre-approval through settlement.
- Administer the primary CRM, maintain pipeline integrity, map opportunities to next actions, monitor overdue tasks, and coordinate communication with lenders, BDMs, conveyancers, and accountants.
What they require
- 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.
Biz Consulting is a Queensland-based Australian mortgage broking and commercial lending business focused on delivering tailored lending solutions for residential and commercial clients. The company is currently expanding its residential lending operations and is seeking a highly organized Loan Processor & Assistant to support the Principal Broker by managing loan files, lender submissions, and administrative processes. As the business grows, the role is expected to expand into SMSF lending support, offering long-term career growth opportunities.
What people say about this company
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