Executive Assistant

Position: Mortgage Broker Assistant

Salary: PHP 70,000 - 80,000 per month

Working Hours & Conditions: Aligned with Australian hours; full-time (remote)

Holidays: AU Holidays

OVERVIEW:

The client knows that sensible processes are at the heart of a successful workflow. We’re searching for a driven individual who can help us streamline daily operations to ensure efficiency and adherence to budget across all departments. The Executive Assistant/Operations should be comfortable communicating with people throughout the organization, able to solve problems and improvise as needed, and adept at estimating and managing time for a variety of tasks. The ideal candidate is a natural coordinator who has a strong sense of big picture objectives and a sharp eye for detail.

RESPONSIBILITIES:

• Monitor day-to-day operations, report on performance, recommend actionable improvements when necessary.
• Innovate business processes to optimise turnaround times and customer experience.
• Create Procedure and Protocols (such as checklists, workflows, and procedures) and Distribute to Staff:
• Communicate and coordinate with employees (including Management team) and stake holders
• Manage the Onboarding and guide  new employees to ensure that they adhere to standard operating procedures of PPHL.
• Maintain Client relations and perform a variety of administrative tasks including but not limited to: Scheduling appointments, responding to client emails, and prioritising applications on behalf of the Para broking team.
• Schedule meetings for senior Broker team and book conferences with clients & Banks as needed.
• Reconciliation of monthly commissions reports and budgeting.
• Manage & Control file ownership of applications.
• Manage & Control the Review process to ensure client longevity.
• Oversee “Post Settlement client enquiries.
• Manage & Control Broker Email
• Proactive approach to innovation and business efficiency
• Lending Operational Duties:
• Coordinate and send initial hello pack.
• Set up Email, Server & MYCRM folders. Issue Credit Consent & privacy statement via MYCRM For new client Deals.
• Review Workflows & team capability to assign deals.
• Set up document collection portal via File Invite.
• Collate received documentation.
• Label & file supporting documentation.
• Track & collect outstanding documents as required.
• Review documents for accuracy in naming convention
• Manage workflows of application timeline
• Perform basic IT troubleshooting to assist team members & maintain office functionality.
• Provide support in general business operations & project management tasks.
• Action HR Admin Payroll tasks ensuring smooth operation.
• Carry out any other ad hoc tasks as required to support the team & business goals. Document collection & Consent follow up.
• Try to anticipate the needs of the Managing Director and any other direct supervisor where applicable
• Compliance:
• Ensuring the Companies practices are in line with regulatory requirements. 
• Maintaining a current knowledge of changes to regulatory requirements.
• Implementing changes to meet regulatory guidelines.
• Execute verification of compliance standards.

Requirements

QUALIFICATIONS:

• Experience: Minimum of 3–5 years of experience as an Executive Assistant, Operations Coordinator, or Senior Broker Support Specialist, preferably within the Australian mortgage, banking, or financial services space.
• Communication Skills: Exceptional verbal and written English communication skills, with a polished corporate tone suitable for high-level stakeholder and client management.
• Operational Mastery: Proven capability in creating and optimizing business workflows, checklists, and standardized procedures.
• Organization & Autonomy: Superb time-management skills with the ability to manage multiple files, track tight application timelines, and work productively in a fully remote environment.
• Productivity Tools: Prior experience or willingness to work in an environment utilizing Time Doctor for productivity management. 

PREFERRED SKILLS (nice to have):

• Technical Tool Stack: Direct experience using mortgage industry CRM tools (specifically MYCRM) and secure document collection platforms (specifically File Invite).
• Tech-Savvy Nature: Comfort with basic digital troubleshooting and a quick learning curve when adopting new cloud-based office tools.
• Financial Literacy: Comfort handling numbers, data verification, and basic financial or commission reconciliations.