Documentation Coordinator, Mortgages

Job Summary

As a Documentation Coordinator for the mortgage team, your primary responsibility is to ensure all mortgage documentation is reviewed, distributed, and handled accordingly for all mortgage transactions. As well, the Documentation Coordinator is responsible for ensuring that all outstanding documentation on our files is received and followed up on in a timely manner. You will communicate directly with clients and continuously follow up with third parties for various updates and implement action to resolve outstanding documentation issues. This role is responsible for the overall day to day task completion, client service, coordination, and administration.

As the ideal candidate, you are required to work as part of a team to support the building of strong relationships, by ensuring all documents and transactions are completed with a high level of accuracy and clarity in accordance with Olympia guidelines.

Duties and Responsibilities

• Uphold the division and Olympia’s reputation and values, while promoting our motto “With Us, It’s Personal” in all interactions with employees, clients, and business associates.
• Correspond and review incoming documents related to mortgage payout, legal action and final reports submitted by law offices.
• Ensure all discharge documents are handled and processed with accuracy per provincial regulatory requirements.
• Provide legendary, personalized client experiences when conducting outbound calls to clients and third parties.
• Remain up to date on all Olympia products, services, legislative requirements.
• Ensure the efficiency of business processes, policies and procedures, to deliver on client commitments with speed and quality.
• Coordinating responses with other departments as necessary to ensure proper procedures and service.
• Actively assist and participate in projects and team meetings.
• Owns the execution of day-to-day operational activities to maintain effective and efficient customer services.
• Flexible to perform various assigned tasks as requested by management and executives.

Competencies

• Connection - We build long-term relationships by collaborating with our clients and industry participants.
• Accountability - We are a trusted business partner operating with transparency and integrity.
• Innovation - We leverage technology to continuously improve how we serve our customers.
• Demonstrates flexibility and resilience in response to constraints, failures, and adversity and adjusts priorities to multiple demands and unanticipated events.
• Proven ability to work in a fast-paced, dynamic environment, while delivering a high level of client service and consistently meeting deadlines.
• Efficiency in returning calls and emails with accurate and articulate information.
• Must have the ability to maintain professionalism in all situations with the desire to engage and quickly connect with clients.
• Confidence and strong personal credibility when establishing personal relationships and working with sophisticated clients.
• High attention to detail and the ability to uncover needs that are not articulated or clearly expressed by a client.

Formal education and experience

• High school Diploma is required.
• Diploma in Business Administration or related field of study is an asset.
• Bachelor’s degree in Management, Economics or related field of study is an asset.
• 1-3 years in a Mortgage or Real Estate role is preferred.
• 1-3 Years of Administration experience is preferred.
• 1-3 Years of Customer Service experience is preferred.

Specialized skills or knowledge

• Requires a beginner level understanding of the Anti-Money Laundering (AML) policies and procedures.
• Intermediate level with Outlook and Microsoft Office products and internet application
• Strong communication skills to liaise with customers and teams.
• Bilingual in French and English communication both written and spoken is preferred.
• Successful completion of a Criminal Background check is required.

With us, It’s Personal