Administrator, Mortgages

Olympia Trust Company; Calgary; On-site; CAD 45,000 - 65,000; Full time

Job summary

Olympia Trust Company is seeking an Administrator to support mortgage-related account administration, ensuring accuracy and adherence to Olympia guidelines.

You will work in a team to process transactions, maintain records, and support client services while promoting the company motto “With Us, It’s Personal.” The role emphasizes attention to detail, strong organizational skills, and the use of mortgage administration systems.

Qualifications

• 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.

Responsibilities

• Process and accurately record mortgage-related transactions, ensuring completeness, accuracy, and compliance with established procedures, controls, and service standards.
• 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.

Skills

Attention to detail

Organizational skills

Prioritization

MS Office

Mortgage systems

Communication skills

AML knowledge

Education

High school diploma

Post-secondary education in Business Administration/Management/Economics

Tools

Microsoft Office

Mortgage administration systems

Workflow tools

Job description

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.


• 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 escalation 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.


• 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.