Finance & Loan Administrator VA - must have Australian finance and mortgage broking experience

We are looking for an experienced Finance & Loan Administrator VA to support a growing Australian finance and mortgage broking business.

The business handles asset finance, commercial loans, and home loans for self-employed individuals and business clients. The successful candidate will support the broking team throughout the loan lifecycle, helping ensure applications, documents, lender submissions, and follow-ups are handled accurately and efficiently.

This role is ideal for someone with previous experience in Australian mortgage broking, loan processing, finance administration, or loan administration who understands how to manage loan applications and keep multiple deals moving through the pipeline.

This is a part-time role of approximately 20 hours per week, with the potential to increase to full-time as the business grows.

Key Responsibilities
Loan & Deal Administration
Load new loan applications and deals into lender portals accurately.
Prepare, review, and package loan application documents.
Ensure all required documents and information are complete before submission.
Track loan applications through assessment, approval, and settlement.
Maintain accurate records throughout the loan process.
Document Collection & Follow-Up
Follow up clients for outstanding documents and information.
Liaise with lenders, referrers, brokers, and other third parties.
Monitor outstanding requirements and ensure files continue progressing.
Keep loan files complete, organised, compliant, and audit-ready.
Client & Broker Support
Communicate with clients after onboarding and provide updates on their application progress.
Respond to client enquiries professionally and promptly.
Coordinate with brokers and internal team members regarding next steps.
Assist in ensuring a smooth experience for clients throughout the loan process.
CRM & Pipeline Management
Maintain accurate client records and deal statuses in the CRM.
Update and manage loan pipelines to ensure no applications or follow-ups are missed.
Experience with GoHighLevel CRM is highly regarded.
Build and maintain simple SOPs for recurring administrative tasks.
Identify opportunities to improve administrative processes and workflow efficiency.

What We're Looking For
Previous experience in loan processing, mortgage broking support, loan administration, or finance administration.
Experience supporting Australian mortgage brokers, lenders, or finance businesses is highly preferred.
Familiarity with lender portals and loan application processes.
Experience preparing and checking loan application documents.
Understanding of the loan process from application through to settlement.
Strong attention to detail and accuracy.
Good understanding of compliance and document requirements.
Comfortable following up clients and third parties for outstanding information.
Experience managing multiple loan applications or deals simultaneously.
CRM experience; GoHighLevel experience is an advantage.
Confident using Microsoft Teams and Google Workspace.
Excellent written and verbal English communication skills.
Highly organised, reliable, and able to work independently.

Highly Regarded
Australian mortgage broking or finance industry experience.
Experience processing home loans, commercial loans, or asset finance.
Experience using lender portals.
Experience with GoHighLevel CRM.
Experience creating SOPs and improving administrative workflows.

Application Questions
How many years of experience do you have in loan processing, mortgage broking support, or finance administration?
Have you supported an Australian mortgage broker or finance business? Please describe your experience.
What types of loans have you worked with?
(e.g., Home Loans, Commercial Loans, Asset Finance, Personal Loans, etc.)
Which lender portals, CRM systems, or loan processing platforms have you used?
Have you managed a loan application from document collection through to settlement? Please briefly describe your responsibilities.
Are you comfortable following up clients, lenders, and other third parties to collect outstanding documents and keep loan applications moving?