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Open nowPosted 34 days ago

Executive Assistant / Business Operations Coordinator - 484

Workable (global search)108,016 open roles

Where
Philippines
Work mode
Remote
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Your applicationOpen nowExecutive Assistant / Business Operations Coordinator - 484Workable (global search) · Philippines

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The clock on this job

Early applications get read.

7.9% of postings close within 7 days. Measured by our own scanner across the market. Workable (global search) postings stay open a median of 7 days.

Share of postings closed within
  1. 1.6%1 day
  2. 3.6%3 days
  3. 7.9%7 days
  4. 14.9%14 days
  5. 34.0%30 days
This job: posted 34 days ago

Workable (global search) median: 7 days open

The posting

Position: Executive Assistant / Business Operations Coordinator

Salary: Php 80,000/month

Working Hours & Conditions: AU Working Hours

Role Summary

Drive efficiency, capacity, and operational momentum as the Director’s strategic right hand. This critical role combines high-level executive support with specialized mortgage workflow management. Sitting at the intersection of client management, pipeline logistics, and broker coordination, you will translate high-level client discussions, meetings, and directives into actionable, trackable, and fully executed outcomes.

Designed specifically for an experienced Australian mortgage broking professional, this position requires strong familiarity with the end-to-end loan application lifecycle, basic credit concepts, lending terminology, and aggregator software. You will keep clients, files, and team priorities moving seamlessly while optimizing the Director's focus on high-value business growth.

Key Responsibilities

Executive & Operational Strategy

  • Act as the Director’s primary operational manager and force multiplier.
  • Protect the Director's schedule by filtering tasks, managing priority workflows, and resolving routine operational queries directly.
  • Capture strategic conversations, client briefs, and action items, converting them into structured deliverables and file handovers.
  • Coordinate executive meetings, prepare detailed briefings, compile file summaries, and manage active action lists.
  • Maintain proactive oversight of task execution, driving follow-ups without requiring executive prompts.

Mortgage Coordination & Client Lifecycle Management

  • Translate initial client conversations and discovery notes into clear briefs for Brokers and Para Brokers.
  • Capture client lending objectives, financial positions, proposed loan structures, and immediate requirements accurately.
  • Review documents and apply baseline credit knowledge to identify potential file risks or policy gaps before escalation.
  • Facilitate document collection, assist with KYC and identity verification, and enforce clear file documentation standards.
  • Track milestones from pre-approval through to formal approval and settlement coordination.

CRM, Pipeline & Workflow Management

  • Serve as the administrator for the primary CRM, maintaining absolute data integrity across all active files.
  • Map every opportunity to a clear next action, monitoring the pipeline to prevent bottlenecking or stalled files.
  • Facilitate structured file handovers among the Director, Brokers, Para Brokers, and support staff.
  • Oversee team accountability, monitoring overdue tasks, and tracking key workflow milestones.
  • Coordinate communication across external stakeholders, including lenders, BDMs, conveyancers, and accountants.

Requirements

Required Qualifications & Expertise

  • 3+ years of direct experience in an Australian mortgage brokerage (EA, Loan Processor, Broker Assistant, or Operations Coordinator).
  • In-depth understanding of the Australian loan lifecycle, credit concepts, supporting document standards, and lender requirements.
  • Direct proficiency in major industry CRM platforms and Australian loan aggregator platforms.
  • Exposure to lender portals, servicing calculators, pricing tools, and document collection systems.
  • Fluent written and verbal English, superior task prioritization, proactive follow-through, and file management skills.
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