Overview
Administrative Assistant Jobs in Vancouver, Canada at Aston Carter
Administrative Assistant
The Administrative Assistant plays a key role in supporting a team of mortgage brokers by managing client files, coordinating third‑party services, and ensuring timely and professional communication with all stakeholders. This position suits a detail‑oriented and organized professional who is eager to deepen their knowledge of the mortgage and private lending industry while contributing to a collaborative, team‑focused office.
Responsibilities
- Provide daily administrative support to a team of mortgage brokers, ensuring their workflows run smoothly and efficiently.
- Manage incoming and outgoing communication with clients, brokers, lawyers, and third‑party service providers via phone and email in a timely and professional manner.
- Initialize, organize, and maintain client files for home equity loans and home equity lines of credit, ensuring all documentation is accurate and up to date.
- Conduct credit checks through Equifax and Filogix, maintaining confidentiality and accuracy of client information.
- Coordinate property appraisals and liaise with third‑party providers to ensure timely completion of required reports.
- Assist in mortgage lifecycle administration, including renewals, funding, payouts, and insurance verifications.
- Support day‑to‑day operations by completing follow‑up tasks, tracking outstanding items, and ensuring that all stakeholders receive clear and consistent updates.
- Collaborate with other administrative team members to balance workload and maintain high service standards across the office.
Essential Skills
- Minimum 2+ years of experience in an administrative role.
- Strong verbal and written communication skills in English.
- Professional phone etiquette and a client service mindset.
- Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
- Post‑secondary education with a degree or diploma, ideally related to financial services.
- High attention to detail and strong organizational skills.
- Ability to manage multiple tasks and priorities in a fast‑paced office environment.
Additional
Skills & Qualifications
- Experience in financial services or a related field.
- Personable and approachable demeanor, with the ability to build positive relationships.
- Ability to work effectively with others in a large office environment.
- Comfort working as part of a strong administrative team supporting multiple mortgage brokers.
Work Environment
This role is based in a modern, in‑office environment supporting a team of five mortgage brokers and working alongside eight other administrative professionals in a strong, collaborative team. The standard shift is from 8:30 a.m. to 5:00 p.m. The office is transit‑friendly, with no on‑site parking provided. The dress code is business casual. The workplace offers a new, modern office space, an included exercise package, a well‑equipped kitchen, and a flexible, laid‑back atmosphere with a family feel.
Full benefits are available after three months, contributing to a supportive and engaging work culture.
Job Type & Location
Permanent position based out of Vancouver, BC.
Pay and Benefits
Pay range: $56,000.00 – $58,000.00 per year.
Workplace Type
Fully onsite in Vancouver, BC.
Equal Opportunity Employer Statement
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
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Title: Administrative Assistant
Company: Aston Carter
Location: Vancouver, Canada
Category: