Documentation Coordinator, Mortgages

Olympia Trust Company; Calgary; On-site; CAD 52,000 - 76,000; Full time

Job summary

Olympia Trust Company is seeking a Documentation Coordinator for the mortgage team in Calgary. You will review and distribute mortgage documentation and ensure timely file completion, while maintaining high accuracy and alignment with Olympia guidelines.

You’ll support client communications and follow up with third parties to resolve outstanding items, contributing to strong relationships and efficient processes.

Qualifications

• Comprehensive understanding of mortgage documentation requirements.
• Strong knowledge of title registrations, mortgage security requirements, legal documentation, and discharge processes.
• Ability to identify, investigate, and resolve documentation deficiencies with accuracy.

Responsibilities

• Review mortgage documentation, title registrations, and related legal documents for accuracy and compliance.
• Coordinate collection and review of mortgage, legal, and supporting documentation from stakeholders.
• Monitor and follow up on outstanding documents and post-funding requirements to finish files.
• Facilitate execution of mortgage-related legal documents ensuring timely completion.
• Review final registration and security documentation for accurate mortgage security.

Skills

Mortgage documentation

Title registrations

Discharge processes

Documentation accuracy

MS Office / Outlook

Education

High school Diploma

Diploma in Business Administration or related field

Bachelor’s degree in Management or Economics

Tools

None

Job description

As a Documentation Coordinator for the mortgage team, your primary responsibility is to ensure all mortgage documentation is reviewed, distributed, and handled accordingly for all mortgage transactions. Also, the Documentation Coordinator is responsible for ensuring that all outstanding documentation on our files is received and followed up on in a timely manner. You will communicate directly with clients and continuously follow up with third parties for various updates and implement action to resolve outstanding documentation issues. This role is responsible for the overall day-to-day task completion, client service, coordination, and administration.

As the ideal candidate, you are 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

• Review mortgage documentation, title registrations, and related legal documents to ensure accuracy, completeness, and compliance with mortgage requirements.
• Coordinate the collection and review of mortgage, legal, and supporting documentation from internal and external stakeholders.
• Monitor, track, and follow up on outstanding documents, conditions, and post-funding requirements to ensure timely file completion.
• Review, coordinate, and facilitate the execution of mortgage-related legal documentation, including security amendments, title changes, registration updates, and discharge requirements, ensuring timely completion and accuracy.
• Review final registration and security documentation to confirm mortgage security has been registered accurately and in accordance with approved mortgage instructions.
• Investigate and resolve documentation deficiencies, title discrepancies, registration issues, and other file exceptions requiring corrective action.
• Identify, prioritize, and coordinate the resolution of aged outstanding items, incomplete files, and documentation backlogs to support timely file completion.
• Act as a subject matter resource for title requirements, discharge processes, security registrations, and outstanding documentation procedures.

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.
• Correspond and review incoming documents related to mortgage payout, legal action and final reports submitted by law offices.
• Ensure all discharge documents are handled and processed with accuracy to provincial regulatory requirements.
• Provide legendary, personalized client experience when conducting outbound calls to clients and third parties.
• Remain up to date on all Olympia products, services, legislative requirements.
• Ensure the efficiency of business processes, policies and procedures, to deliver on client commitments with speed and quality.
• Coordinating responses with other departments as necessary to ensure proper procedures and service.
• Actively assist and participate in projects and team meetings.
• Owns the execution of day-to-day operational activities to maintain effective and efficient customer services.
• 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 elevate 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.
• Diploma in Business Administration or related field of study is an asset.
• Bachelor’s degree in Management, Economics or related field of study is an asset.
• 1-3 years in a Mortgage or Real Estate role is preferred.
• 1-3 Years of Administration experience is preferred.
• 1-3 Years of Customer Service experience is preferred.

Specialized Skills & Knowledge

Team-Specific

• Comprehensive understanding of mortgage documentation requirements, post-funding conditions, and file completion processes.
• Strong knowledge of title registrations, mortgage security requirements, legal documentation, and discharge processes.
• Ability to identify, investigate, and resolve documentation deficiencies, title discrepancies, registration issues, and file exceptions with a high degree of accuracy.
• Strong understanding of the mortgage transaction lifecycle and the roles of internal and external stakeholders involved in completing mortgage documentation requirements.
• Strong organizational, prioritization, and follow-up skills with the ability to manage multiple outstanding requirements and competing priorities in a high-volume environment.

General

• Requires a beginner level understanding of the Anti-Money Laundering (AML) policies and procedures.
• Intermediate level with Outlook and Microsoft Office products and internet application
• Strong communication skills to liaise with customers and teams.
• Successful completion of a Criminal Background check is required.
• Bilingual in French and English communication both written and spoken is preferred.
• 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.