Strategic Executive Assistant - Mortgage Operations

D2B; Australia; On-site; AUD 18,000 - 22,000; Full time

Job summary

D2B is seeking an Executive Assistant / Business Operations Coordinator in Australia to support the Director with high-level admin duties and mortgage workflow management. You will translate client discussions into tracked, actionable outcomes, manage CRM data, and coordinate brokers and para-brokers through the loan lifecycle.

Ideal candidates have 3+ years in an Australian mortgage brokerage, strong document standards, and fluency in English.

Qualifications

• 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.

Responsibilities

• 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.
• Translate initial client conversations and discovery notes into clear briefs for Brokers and Para Brokers.
• Track milestones from pre-approval through to formal approval and settlement coordination.
• Serve as the administrator for the primary CRM, maintaining absolute data integrity across all active files.

Skills

Mortgage operations

CRM administration

Executive support

English proficiency

Tools

CRM platforms

Australian loan aggregators

Lender portals

Job description

D2B is seeking an Executive Assistant / Business Operations Coordinator in Australia to support the Director with high-level admin duties and mortgage workflow management. You will translate client discussions into tracked, actionable outcomes, manage CRM data, and coordinate brokers and para-brokers through the loan lifecycle.

Ideal candidates have 3+ years in an Australian mortgage brokerage, strong document standards, and fluency in English.