Administrator, Mortgages

Job Summary

An Administrator’s primary responsibility is account administration through the processing of various client-based financial and non-financial transactions, adhering to required timelines and priorities. An Administrator is required to work as part of a team to support the building of strong relationships, by ensuring all documents and transactions are completed with a high level of accuracy and clarity in accordance with Olympia guidelines.

Duties & Responsibilities

Team-Specific

• Process and accurately record mortgage-related transactions, ensuring completeness, accuracy, and compliance with established procedures, controls, and service standards.
• Promptly identify, investigate, and follow up on transaction discrepancies, processing errors, documentation deficiencies, or system exceptions, ensuring timely resolution and escalation when required.
• Coordinate with the Client Service teams and internal stakeholders to facilitate the accurate and timely completion of mortgage transactions in accordance with operational requirements and service standards.
• Process mortgage-related administrative activities, including incoming mail, cheque transactions, payment requests, funding requests, and other mortgage administration requests in accordance with established procedures.
• Establish and maintain approved third-party lawyer banking information, wire instructions, broker records, and administrator information in accordance with internal procedures and controls.
• Maintain accurate transaction records, documentation, and audit trails to support compliance requirements, operational reporting, and effective mortgage administration.
• Collaborate with internal departments and stakeholders to resolve operational issues, answer transaction-related inquiries, and support seamless mortgage processing.
• Assist with team projects, workflow clean-up, process updates, and administrative support activities as required to improve accuracy, consistency, and service delivery across the Mortgage division.
• Contribute to the continuous improvement of mortgage administration processes by identifying operational efficiencies, recommending enhancements, and supporting procedural changes and team initiatives.

General

• Uphold the division and Olympia’s reputation and values, while promoting our motto “With Us, It’s Personal” in all interactions with employees, clients and business associates.
• Maintain complete client files and ensure documentation is in good order.
• Ensure all documentation follows internal and external audit and regulatory requirements.
• Timely review of mortgage documentation to confirm accuracy, completeness, and compliance with established procedures.

• Escalate transactions as necessary to other team members.
• Remain up to date on all Olympia products, services, and legislative requirements.
• Ensure the efficiency of business processes, policies and procedures, to deliver on client commitments with speed and quality.
• Organize and assist with the training of any new and existing team members.
• Actively participate in projects and team meetings.
• Owns the execution of day-to-day operational activities to maintain effective and efficient service.
• Flexible to perform various assigned tasks as requested by team and management.
  
  

Competencies

• Connection: Builds long-term relationships by collaborating with clients and industry participants.
• Accountability: Is a trusted business partner who operates with transparency and integrity.
• Innovation: Leverages technology to continuously improve how we serve our customers.
• Adaptability: Adapts to changes and shifting priorities and is open to new ideas and responsibilities.
• Attention to Detail: Pays close attention to details to produce accurate work.
• Interpersonal Skills: Establishes professional working relationships, is flexible/adaptable, works well with others, and solicits feedback.
• Job Knowledge: Understands facets of the job, is aware of duties and responsibilities, and keeps current job knowledge.
• Productivity: Manages workload, works efficiently, and meets goals and objectives.
• Problem Solving: Understands what is causing a problem, finds solutions and knows when to escalate to leadership.
• Teamwork: Is accountable to the team, works to meet established deliverables, appreciates the views of team members, and is respectful.
  
  

Formal Education & Experience

• High school Diploma is required.
• Post-Secondary education in Business Administration, Management, Economics or related field of study is an asset.
• 0 - 3 Years of Financial or Investment Industry experience is an asset.
• 0 - 3 Years of previous Administration experience is an asset.
• 0 - 3 Years of previous Customer Service is an asset.
  
  

Specialized Skills & Knowledge

Team-Specific

• Working knowledge of mortgage administration processes, including mortgage transactions, funding requests, payment requests, payouts, cheque processing, and related administrative activities.
• Basic understanding of mortgage transaction types, transaction methods, and the mortgage lifecycle, with the ability to identify discrepancies, information gaps, and items requiring escalation.
• Ability to accurately review, process, and maintain mortgage records, transaction documentation, correspondence, and supporting files while adhering to established procedures and controls.
• Strong attention to detail, organizational skills, and prioritization abilities, with the capability to manage multiple requests while maintaining accuracy, service standards, and processing timelines.
• Ability to effectively use mortgage administration systems, workflow tools, and Microsoft Office applications to support transaction processing, record maintenance, reporting, and operational efficiency.

General

• Requires a thorough understanding of the Anti‐Money Laundering (AML) policies and procedures.
• Intermediate level with Outlook and Microsoft Office products and internet applications.
• Maintain a processing accuracy of 95% or higher.
• Strong communication skills to liaise with customers and team.
• Entry level understanding of how the Registered Plans & TFSA Division operates.
• Bilingual in French and English is an asset.

Role Details

• Reports to: Manager, Mortgage Legal – Mortgages
• Employment Type: Full-Time, On-site

Please note that employment is conditional upon the successful completion of a criminal background check and employment verification. Additional screening may be required depending on the role, and from time to time at Olympia’s sole discretion.

With Us, It’s Personal