Fulfillment Specialist

Highclere Capital; Vaughan; Hybrid; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Annual bonus program

Hybrid work model

Career development opportunities

Job summary

Highclere Capital, a growing Ontario-based mortgage finance company, seeks a Fulfillment Specialist to process mortgage files, prepare documentation, and monitor progress with brokers, solicitors, and underwriters. You will ensure accuracy, AML compliance, and timely closing while upholding service excellence.

Reporting to the Director, Credit Operations, the role emphasizes collaboration, continuous improvement, and a strong broker/client experience in a remote-first team with hybrid in-office

Qualifications

• 2+ years of experience in mortgage fulfillment, funding, legal administration, or financial operations.
• Strong attention to detail and ability to manage multiple priorities under tight deadlines.
• Proficiency with Microsoft Office (Excel, Outlook, Word) and comfort with digital workflow tools.
• Clear and professional communication skills, both written and verbal.

Responsibilities

• Review and prepare mortgage documentation for solicitor instructions and close timelines.
• Validate data for accuracy, completeness, and AML compliance.
• Monitor funding and fulfillment requests and escalate issues to keep transactions on track.
• Maintain positive relationships with brokers, solicitors, underwriters, and external partners.
• Assist with process improvements to enhance efficiency and accuracy.

Skills

Mortgage fulfillment

Attention to detail

Multitasking

Communication skills

Tools

Microsoft Office

Filogix

Job description

About Highclere Capital

Highclere Capital is a growing, Ontario-based mortgage finance company focused on providing innovative lending solutions to underserved borrowers across Canada. With a sharp eye on compliance, service excellence, and responsible growth, we partner with mortgage professionals to deliver tailored financing with speed and integrity.

About Highclere Capital

Highclere Capital is a growing, Ontario-based mortgage finance company focused on providing innovative lending solutions to underserved borrowers across Canada. With a sharp eye on compliance, service excellence, and responsible growth, we partner with mortgage professionals to deliver tailored financing with speed and integrity. As a remote-first team, we’re building a culture rooted in accountability, collaboration, and a shared commitment to doing the right thing—for our brokers, our partners, and one another.

About The Role

Reporting to the Director, Credit Operations, the Fulfillment Specialist plays a key role in ensuring mortgage files are processed, instructed, and closed with accuracy and efficiency. Working closely with brokers, solicitors, underwriters, and internal teams, this role is responsible for preparing documentation, reviewing required information, monitoring file progress, and resolving issues to keep transactions on track. The Fulfillment Specialist supports the underwriting and credit decision process by ensuring all required documentation is complete and by applying sound due diligence when reviewing files. This includes identifying and escalating inaccuracies, missing information, or potential risks to ensure files meet company standards and funding timelines. Success in this position means balancing speed with precision, delivering an excellent broker and client experience, and supporting continuous process improvement within the funding and servicing function..

Core Responsibilities

File Preparation & Documentation

• Review and prepare mortgage documentation for solicitor instructions
• Validate data and documents for accuracy, completeness, and compliance
• Monitor and prioritize funding and fulfillment requests to meet closing timelines

Pipeline Management & Communication

• Liaise with brokers, solicitors, underwriters, and internal teams to resolve outstanding items
• Respond promptly to inquiries from Quality Assurance, Sales, or external partners
• Establishes and maintains positive relationships with mortgage brokers to build loyalty to the Company
• Maintains positive relationships with external partners such as mortgage insurers, appraisers, title insurance companies, and solicitors
• Interacts with mortgage brokers for the collection of all required documents to satisfy mortgage commitment conditions
• Reviews and verifies accuracy of required documentation related to income, down payment and the property using sound due diligence and in compliance with internal and regulatory guidelines prior to signing off on any mortgage conditions or documents, where applicable
• Escalates any documentation issues to the Underwriter for review and sign off
• Documents clear and complete notes within the mortgage underwriting system
• Responds to all inquiries within established turnaround times
• Adhere to policies/procedures to ensure AML requirements are met

Operational Excellence

• Identify process gaps and recommend improvements to enhance efficiency and accuracy
• Maintain audit-ready files in accordance with regulatory and internal standards
• Assist with departmental projects, initiatives, or administrative tasks as assigned

Customer Experience

• Provide clear, professional, and timely communication to brokers and solicitors
• Ensure any issues or complaints are investigated, documented, and resolved or escalated appropriately
• Represent Highclere’s service-first approach in all interactions

Skills & Experience

Must-Have Qualifications

• 2+ years of experience in mortgage fulfillment, funding, legal administration, or financial operations
• Strong attention to detail and ability to manage multiple priorities under tight deadlines
• Proficiency with Microsoft Office (Excel, Outlook, Word) and comfort with digital workflow tools
• Clear and professional communication skills, both written and verbal
• Strong organizational skills with a focus on accuracy and quality control

Nice-to-Have

• Experience with Prime and/or Alternative (Alt-A/B) mortgage products
• Familiarity with mortgage servicing systems or LOS platforms (e.g., Filogix)
• General understanding of accounting or Treasury processes
• Bilingual in French is an asset

Why Join Highclere?

• Be part of a growing company where your work truly matters
• Gain exposure across HR, operations, and business support
• Clear expectations and a collaborative, respectful environment
• Hybrid work model with in-office collaboration

Additional Information

• This role is eligible to participate in the annual bonus program.
• Candidates must be legally eligible to work in Canada.

Our Commitment to Inclusion and Accessibility

Highclere Capital is an equal opportunity employer and is committed to creating an inclusive, accessible workplace for all employees. Accommodation is available upon request for candidates taking part in all aspects of the recruitment and selection process, in accordance with applicable accessibility legislation. Any information received relating to accommodation will be addressed confidentially.

Use of AI in Recruitment

Highclere Capital may use AI-enabled tools to help review and organize applications. All hiring decisions are made by qualified members of our recruitment team.