Executive Assistant / Business Operations Coordinator

Position : Executive Assistant / Business Operations Coordinator Salary: Php 80,000/month 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. 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.