Loan Coordinator Assistant (Experienced Only) – Hawaii Remote Mortgage Operations

JOB TITLE
Experienced Loan Coordinator Assistant – Remote Mortgage Operations

JOB OVERVIEW
Hawaii Financial Services, LLC (HIFIS) is a small, established mortgage company serving Hawaii home borrowers. We are hiring a dependable Loan Coordinator Assistant to help keep borrower files accurate, organized, current, and moving forward. No NMLS License is required as the Owner and only Loan Officer handles all communications with potential clients regarding loan programs, pricing, etc. which would trigger the NMLS License Requirements.

This is a detail-heavy mortgage operations position. It is not a general virtual-assistant or personal-assistant role. DO NOT APPLY UNLESS YOU HAVE MORTGAGE ASSISTANT/PROCESSING EXPERIENCE. Your application will be deleted.

You will work closely with the company owner. Your responsibilities will include borrower document follow-up, document review and organization, loan-system data entry, written verification ordering & tracking, wash lists creation, status updates, and direct client communications via email , phone calls & texts.

The right person takes ownership of assigned work, checks available information before asking questions, keeps accurate notes, follows through without repeated reminders, and knows when to escalate an issue.

This role does not independently originate, structure, approve, deny, or promise loan terms. Loan-program, qualification, pricing, compliance, and underwriting decisions are all completed by the owner & only licensed originator.

POSITION DETAILS

• Remote position
• Full-time
• Regular overlap with Hawaii Standard Time business hours is required
• Specific days and working hours will be agreed upon before hiring
• Training and responsibility will increase based on demonstrated accuracy, retention, judgment, and independence

PRIMARY RESPONSIBILITIES

Borrower support and communication

• Help borrowers use the secure online application and document-upload process.
• Follow up by email , phone, and text using approved HIFIS templates and communication standards.
• Search all approved systems and file locations before asking a borrower to resend information.
• Provide prompt acknowledgment and accurate administrative status updates.
• Communicate delays and incomplete assignments before they affect a borrower or loan file.
• Keep the HIFIS Team included in all borrower-related communications as required.
• Refer questions about qualification, loan programs, pricing, approval, compliance, and possible deal-breakers to the owner.

Document review and file organization

• Preserve original borrower documents and never delete or overwrite source files.
• Download and prepare working copies of documents.
• Separate ZIP files, combine or optimize PDFs, and remove document passwords when authorized.
• Rename documents according to detailed HIFIS naming standards.
• Maintain the required borrower folder structure.
• Review documents for missing pages, incomplete date coverage, inconsistencies, duplicates, illegibility, and visible red flags.
• Record concerns clearly and alert the Team instead of making unsupported assumptions.

Loan-system setup and data entry

• Create and name loan files using HIFIS procedures.
• Enter borrower, residence, employment, asset, liability, referral, and other authorized information accurately.
• Cross-check names, addresses, dates, identification, tax documents, paystubs, bank statements, and application information.
• Maintain complete, clear, and professional file notes.
• Identify missing or conflicting information before submitting work for review.

Income, employment, and asset support

• Order written verifications of employment as directed.
• Track verification requests and receipt dates accurately.
• Organize paystubs, W-2s, 1099s, tax returns, K-1s, profit-and-loss statements, and supporting income documents.
• Prepare basic income worksheets according to company procedures, subject to review.
• Review bank and asset statements for ownership, statement periods, account identification, large deposits, earnest-money activity, and other items needing attention.
• Escalate inconsistent income, employment gaps, unexplained deposits, negative self-employment income, and other concerns immediately.

Wash lists, follow-up, and pipeline tracking

• Prepare clear first-round and follow-up lists of missing borrower documents.
• Separate items needed immediately from items that may be provided later.
• Confirm that an item is actually missing before requesting it.
• Track outstanding documents, written verifications, conditions, and assigned follow-up through completion.
• Update InfoDat and other internal systems daily with accurate actions, dates, ownership, and status notes.
• Report completed, pending, blocked, and overdue work before the end of each shift.
• Ask for help early when uncertainty, missing information, or workload could delay a file.

REQUIRED QUALIFICATIONS

• Excellent written and spoken English
• Strong attention to detail
• Must be self sufficient, working independently
• Accurate data-entry and document-review skills
• Reliable attendance and availability during the agreed schedule
• Ability to manage competing deadlines and follow work through completion
• Ability to follow detailed written procedures and naming standards
• Willingness to use checklists, reference materials, and quality-control steps
• Good judgment about when to proceed and when to ask for help
• Ability to accept detailed feedback and retain corrections
• High integrity and discretion when handling confidential personal and financial information
• Proficiency with Microsoft Outlook, Word, Excel, PDF tools, and cloud-based document systems
• A quiet, dependable remote workspace with reliable internet service
• Prior experience in a deadline-driven administrative or operations position

PREFERRED EXPERIENCE
Experience in one or more of the following areas is strongly preferred:

• U.S. residential mortgage processing or loan coordination
• Loan officer assistance/ processing
• Real estate transaction coordination
• High-volume client follow-up
• Calyx Point
• ShareFile
• Mortgage documentation and lending terminology
• Income-document review
• Creating or following standard operating procedures

A college degree is helpful but is not required when the applicant can demonstrate equivalent skills and experience. SAFE Mortgage Loan Originator pre-licensing education is helpful but does not replace HIFIS training or authorization.

HOW PERFORMANCE WILL BE EVALUATED
Performance will be based on:

• Accuracy of data, documents, names, dates, and file notes
• Timely communication and status reporting
• Proper preservation, naming, and organization of documents
• Follow-through on outstanding items
• Daily visibility into completed, pending, and blocked work
• Compliance with the boundaries of the position
• Retention of corrections
• Increasing independence within assigned responsibilities

Training will begin with HIFIS procedures, document-control standards, systems, communication requirements, and supervised file work. Access and responsibilities will increase only after the employee demonstrates consistent accuracy, confidentiality, follow-through, and sound judgment.

HOW TO APPLY
Please use the subject line:
HIFIS LCA APPLICATION – [YOUR FULL NAME]

Your application must include:
1. A brief introduction describing your relevant experience.
2. The number of years you have worked in mortgage, lending, real estate, banking, accounting, or another deadline-driven operations position.
3. The mortgage and document-management systems you have used.
4. Your available working hours in Hawaii Standard Time.
5. Your expected hourly or monthly compensation in U.S. dollars.
6. A description of a time you found and corrected an inconsistency in a document, record, or customer file.
7. The answer to this question: What would you do if a borrower asked whether they qualify for a specific loan program?

Please attach your résumé and include the word “PINEAPPLE” at the end of your application. Applications that do not follow these instructions will not be considered as it shows you have not read the entirety of this post.