Mortgage Fulfillment Specialist & Administrator

Job Description This is a remote position. Mortgage Fulfillment Specialist & Administrator Full-Time | Contractor | Edmonton Area – Remote Keep the files moving. Keep the details straight. Help the team breathe. We’re looking for a Mortgage Fulfillment Specialist & Administrator to join our busy mortgage team and help manage files throughout the mortgage journey, ensuring each file moves smoothly from initial application through to funding. This is a hands-on role for someone who genuinely enjoys organization, checklists, deadlines and making sure that the “little things” don’t become very big things later. You’ll be responsible for keeping files moving by collecting documents, satisfying conditions, updating systems, completing compliance requirements, and keeping communication flowing between the mortgage team, lenders, lawyers, and other partners. If you're the person who notices that something is missing before anyone else does, follows up without being asked three times, and gets a small amount of satisfaction from a beautifully organized file...we should talk. What You'll Be Doing Mortgage Fulfillment & File Management Take ownership of mortgage files from conditional approval through to funding , ensuring conditions, documentation and deadlines are managed from start to finish. Prepare and send signing packages and ensure required documents are completed and returned. Manage live offers , including updating property details and application information in Finmo. Upload OTPs, MLS documents and other required documentation to Finmo. Use AI tools to assist with property data entry, while carefully reviewing the information for accuracy. Update application details to match signed documents and ensure the file reflects the most current information. Update and tag files in Blu and move files through the appropriate stages. Keep the team informed when files are ready to move forward, including communicating when files are ready for lender submission. Monitor conditions, deadlines and outstanding documentation and follow up proactively. Pull titles and complete related documentation. Complete and track FINTRAC/KYC requirements , including ensuring required client forms and documentation are completed and properly documented. Communicate with lenders, lawyers, FCT/FNF and other external partners throughout the fulfillment process. Send lawyer and FCT/FNF instruction emails. Book insurance referrals Order appraisals and title searches. Administrative & Team Support Keep emails, folders and files organized and ensure information is easy to find when needed. Process and track invoices, including recurring invoice requirements. Support strategy calls and other administrative requirements. Help keep internal systems, labels and workflows clean and up to date. Jump in to support the mortgage team wherever an extra set of organized hands is needed. Marketing & Partner Support Yes, there is a little marketing in the mix too. You’ll assist with recurring communications and marketing activities, including: Supporting partner email campaigns and communications. Assisting with social media posts and updates. Adding relevant Facebook connections to the company's business network. Supporting recurring partner communications and campaigns. Assisting with short-form social media video updates. Supporting recurring initiatives such as the Mortgage Minute and other partner communications. In other words, you don't need to be a social media influencer—but being comfortable with basic digital communication is definitely helpful. What We're Looking For Excellent communication skills are essential. We're looking for someone who is: Highly organized and detail-oriented—you actually enjoy keeping things in order. A strong written and verbal communicator who can communicate professionally with clients, lenders, lawyers and partners. Thrives managing multiple active files, competing priorities and deadlines without losing track of the details. Proactive and able to identify what needs to happen next rather than waiting to be told. Must be able to handle confidential and sensitive information with professionalism and discretion. Ability to work independently. Tech-savvy and comfortable learning new systems and software, ideally assisting your co-workers with tech. Comfortable using AI tools as part of an efficient workflow while understanding that AI does not replace human judgment or accuracy checks. Reliable, accountable and excellent at follow-through. A positive team player who is willing to jump in and help when needed. Comfortable with a role that includes both high-detail mortgage administration and a few broader business/marketing tasks . Experience with Finmo, Blu mortgage, Loom, Ownwell and Microsoft Suite. Willing to join team members for social events. What Will Make You Successful You’ll do well in this role if you: Own your files. You don't wait for someone else to tell you what needs to happen next. Follow up. If a document, condition or response is outstanding, you keep it moving. Communicate. You aren't afraid to pick up the phone, send the email or let the team know there is an issue. Check your work. Mortgage files are not the place for “close enough.” Stay calm. There will be busy days, last-minute requests and the occasional “we need this today” email. You can handle it without losing your organizational system—or your sense of humor. Learn systems quickly. You don't need to know everything on day one, but you do need to be comfortable learning and adapting. The Bottom Line This is an important role within the team and a great opportunity for someone who wants to become a key part of the mortgage fulfillment process. You’ll have a meaningful level of ownership, work with a variety of internal and external partners, and play an important role in making sure that approved deals actually make it across the finish line smoothly. If you're organized, resourceful, communicative and someone who likes getting things done, we'd love to hear from you. #hiringhp