Senior Mortgage Operations Virtual Assistant

About the Role
We are looking for a full-time Senior Mortgage Operations Virtual Assistant to support the front end of the residential loan pipeline.

This role is focused on four key areas: borrower intake, document collection and verification, Floify file management, and pipeline tracking.

The ideal candidate has prior mortgage operations experience, strong attention to detail, clear communication skills, and the ability to work independently with minimal supervision.

This is not a general admin role. We are looking for someone who understands mortgage documentation, borrower communication, and the importance of keeping loan files organized, accurate, and updated.

Work Schedule
Full-time position
Monday to Friday
9:00 AM to 6:00 PM Eastern Time
160 hours per month

Candidates must be able to work during Eastern business hours in real time.

Rate
$8 to $10 per hour, depending on experience and skill level.

Candidates with stronger mortgage operations experience, strong tool familiarity, and proven ability to work independently will be considered at the higher end of the range.

Main Responsibilities
1. Borrower Intake
The VA will help manage the first stage of the borrower process and make sure new leads are handled properly and on time.

Tasks include:
Acknowledge new leads promptly
Make initial borrower contact during business hours
Collect and confirm borrower information
Gather 1003 application details
Open and organize the borrower file
Set up borrower information in Floify
Explain the document process, next steps, and basic timeline to borrowers
Make sure borrower communication is clear, professional, and timely

2. Document Collection and Verification
The VA will be responsible for helping collect borrower documents and checking that files are complete, clear, and properly organized.

Tasks include:

Send initial document request lists to borrowers
Follow up on missing documents
Review uploaded documents for completeness
Check for missing pages, expired documents, unclear scans, or inconsistent information
Flag issues or discrepancies for the team
Make sure required borrower documents are collected and organized
Apply the correct file naming format
Keep documentation clean, accurate, and easy to review

3. Floify File Management
The VA will maintain borrower files inside Floify and make sure each workspace is updated and borrower-ready.

Tasks include:

Create and maintain borrower workspaces in Floify
Build and update document needs lists
Send and update document requests
Monitor document uploads
Update milestones and file status
Keep the borrower portal organized
Make sure all borrower-facing communication inside the system is professional and current
Maintain clean and accurate file records

4. Pipeline Tracking
The VA will help keep the loan pipeline updated so the team can clearly see the status of each active file.

Tasks include:

Update the pipeline board daily
Track each file by stage, next action, and aging
Identify stalled files or delayed borrower responses
Follow up before files become delayed
Provide a clear daily status view of active intake and documentation files
Make sure the team knows what needs attention each day

Required Experience and Skills
The ideal candidate should have:

At least 2 years of experience in mortgage operations, loan processing support, or loan officer support
Experience with U.S. residential lending is strongly preferred
Familiarity with the 1003 application
Understanding of common mortgage documents, including income, asset, credit, and identity documents
Experience reviewing documents for completeness and accuracy
Strong written and verbal English communication skills
Strong attention to detail
Ability to follow SOPs and naming conventions
Ability to manage multiple files and deadlines
Ability to work independently with minimal supervision
Professional borrower communication skills
Reliable internet connection and quiet work environment

Tools and Systems
Experience with the following tools is preferred:

Floify
Calyx Point
GoHighLevel
Airtable
Notion
WhatsApp
Google Workspace
Microsoft Office

Floify and Calyx Point experience are strongly preferred. Candidates who do not have direct experience must be able to demonstrate strong mortgage operations knowledge and ability to learn quickly.

Performance Expectations
The VA should be able to support the team by maintaining strong standards in the following areas:

New leads acknowledged within the required response window
Borrower messages handled professionally and on time
Submitted documents reviewed within 24 hours
Files named and organized correctly
Pipeline updated daily
Floify workspace kept clean, current, and borrower-ready
Issues flagged early before they create delays

Assessment Requirement
Shortlisted candidates will be required to complete a 3-part assessment before final selection.

The assessment will be sent once candidates are shortlisted and must be completed within the given timeframe.

The assessment includes:

Part A: Knowledge Assessment
Written mortgage fundamentals
Estimated completion time: 25 minutes

Part B: Tool Proficiency Assessment
Hands-on / practical tasks
Estimated completion time: 40 minutes

Part C: Scenario & Communication Assessment
Applied borrower situations
Estimated completion time: 25 minutes

Candidates must complete and pass all three parts to move forward in the hiring process.

Ideal Candidate
We are looking for someone who is:

Detail-oriented
Organized
Reliable
Comfortable with deadlines
Proactive in follow-ups
Clear and professional in communication
Experienced in mortgage operations
Able to manage borrower-facing tasks with care
Confident working independently
Careful with compliance boundaries

This role is best suited for a senior VA who has handled mortgage operations or loan processing support before and can help keep borrower intake, document collection, Floify files, and pipeline tracking running smoothly.


How to Apply:
Provide an updated CV together with your cover letter breaking down your relevant experience and skills that fit the role.