Junior Mortgage Fulfillment Specialist & Administrator

Junior 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 opportunity for someone who genuinely enjoys organization, checklists, deadlines, and making sure the “little things” don’t become very big things later.

You’ll help keep files moving by collecting documents, tracking conditions, updating systems, assisting with compliance requirements, and keeping communication flowing between the mortgage team, lenders, lawyers, and other partners.

Previous mortgage fulfillment experience is an asset, but we're willing to train the right person.

If you're the person who notices that something is missing, 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

• Assist with managing mortgage files from conditional approval through to funding, ensuring conditions, documentation, and deadlines are tracked and addressed.

• Prepare and send signing packages and help ensure required documents are completed and returned.

• Assist with managing 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, carefully reviewing information for accuracy.

• Update application details to match signed documents and ensure files reflect 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 when they are ready for lender submission.

• Monitor outstanding conditions, deadlines, and documentation, following up as needed.

• Assist with pulling titles and completing related documentation.

• Help complete and track FINTRAC/KYC requirements, ensuring required client forms and documentation are properly completed and recorded.

• Communicate professionally with lenders, lawyers, FCT/FNF, and other external partners throughout the fulfillment process.

• Assist with sending lawyer and FCT/FNF instruction emails.

• Book insurance referrals.

• Assist with ordering 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 tasks.

• Help keep internal systems, labels, and workflows organized and up to date.

• Provide general administrative support to 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.

• 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, with a genuine interest in keeping things in order.

• A strong written and verbal communicator who can interact professionally with team members, lenders, lawyers, and partners.

• Able to manage multiple tasks, competing priorities, and deadlines while keeping track of the details.

• Proactive and willing to learn how to identify what needs to happen next.

• Professional and discreet when handling confidential and sensitive information.

• Comfortable working independently while knowing when to ask questions or seek guidance.

• Tech-savvy and comfortable learning new systems and software, with an interest in helping teammates where possible.

• Comfortable using AI tools as part of an efficient workflow while understanding the importance of reviewing information for accuracy.

• Reliable, accountable, and strong at following through on tasks.

• A positive team player who is willing to jump in and help when needed.

• Comfortable with a role that combines mortgage administration with broader business and marketing tasks.

• Familiar with, or willing to learn, systems such as Finmo, BluMortgage, Loom, Ownwell, and Microsoft Suite.

• Willing to participate in team social events and build positive working relationships.

What Will Make You Successful

You'll do well in this role if you:

Stay organized. You keep track of documents, deadlines, and outstanding tasks so nothing gets missed.

Follow up. If a document, condition, or response is outstanding, you help keep things moving.

Communicate. You aren't afraid to pick up the phone, send an email, ask questions, or let the team know when something needs attention.

Check your work. Mortgage files require accuracy and attention to detail. You take the time to make sure information is correct.

Stay calm. There will be busy days, last-minute requests, and the occasional “we need this today” email. You can manage changing priorities without losing your organizational system—or your sense of humour.

Learn and grow. You don't need to know everything on day one, but you should be comfortable learning new systems, accepting feedback, and building your skills over time.

The Bottom Line

If you're organized, resourceful, communicative, comfortable working in a busy office environment, and someone who enjoys getting things done, we'd love to hear from you.