Mortgage Operations Virtual Assistant

The Executive & Administrative Support VA provides structured administrative, coordination, and client-facing support to Ryan Abraham, Manager of Fixated Funding. The primary purpose of this role is to remove document chasing, follow-ups, system updates, and timeline monitoring from Ryan’s workload so he can focus on client conversations and loan strategy.

This role begins after a loan is approved. The VA supports post-approval loan execution, including requesting required documents, coordinating signatures on agreements, tracking completion timelines, and ensuring all required items move forward cleanly and on time through closing.

The VA works inside existing systems and SOPs (primarily Smartsheet-driven workflows) and operates directly within active client communication threads. Success in this role depends on strong organization, clear communication, sound judgment, and the ability to proactively close gaps before they become delays.

Requirements:
Mortgage Operations Experience (Non-Negotiable)

• Minimum of 1 year of mortgage banking or loan administration experience, preferably supporting post-approval loan execution, including document requests, signature coordination, and timeline monitoring.
• Familiarity with mortgage documentation, lender requirements, and closing-oriented workflows is a strong advantage but not required.

Core Communication Skills (Non-Negotiable)

• Native-level or near-native spoken and written English, with clear pronunciation that is easily understood by U.S. clients.
• Communicates in a natural, conversational, and human manner, avoiding scripted, robotic, or templated language.
• Able to adapt tone, pacing, and wording based on client responses while maintaining professionalism with internal teams and external partners.

Attention to Detail & Judgment

• Able to identify incomplete, incorrect, or unsigned documents before they create downstream delays.
• Validates quality rather than “checking the box.”
• Exercises sound judgment in determining when to proceed independently versus when escalation is required.
• Flags issues early rather than allowing silent failures.

Administrative Execution & Reliability

• Consistently follows documented workflows and SOPs.
• Keeps multiple files moving simultaneously without constant supervision.
• Highly organized, dependable, and disciplined in daily execution.

Systems, Tools & Technical Comfort

• Comfortable working inside Smartsheet for workflow management, pipeline tracking, and status updates or demonstrated experience with comparable tools (ex. Airtable, Monday, Asana) with the ability to transition quickly.
• Proficient in Microsoft Excel, Word, and Outlook.
• Able to accurately maintain alignment across workflow tools, spreadsheets, and communication logs.
• Capable of learning and operating additional loan-related systems and internal tools independently.

Stakeholder & Partner Interaction

• Experience working with or coordinating across loan officers, realtors, builders, title companies, appraisers, or similar third-party partners.
• Able to maintain professional, timely communication across multiple stakeholders.

Schedule & Availability

• Reliable availability during assigned working hours, including punctual start times and adherence to scheduled breaks.
• Willingness to support overtime during peak pipeline or closing periods as needed.

Tools Needed:

• Google Workspace (Gmail, Gdrive etc.)
• Kajabi
• Zapier
• Smartsheet/Excel
• Slack
• Zoom
• Active Campaign
• Text Messaging platform (to be determined)
• MS Outlook