Mortgage Operations Specialist (Fulfillment Officer)

Haventree Bank; Toronto; On-site; CAD 65,000 - 85,000; Full time

Job summary

Haventree Bank is seeking a Mortgage Operations Specialist to support Originations by processing documents, inputting data accurately, and coordinating with internal/external stakeholders to streamline the mortgage fulfillment process.

As part of the Mortgage Operations team, you will manage income verification, appraisals, and compliance with Bank policies, maintaining strong communication and attention to detail throughout the workflow.

Qualifications

• College diploma or equivalent.
• 2+ years in Mortgage Administration/Operations or similar.
• Strong communication skills, both written and verbal.
• Detail oriented with good time management.
• French & English bilingualism preferred.

Responsibilities

• Communicates effectively with internal/external stakeholders to obtain complete documents and ensure timely results.
• Maintains Salesforce dashboards to track deals in the pipeline and meet SLAs.
• Reviews and approves supporting documents per HTB policies.
• Conducts income document analysis and submits income to Equifax for review.
• Assesses appraisal reports for valuation compliance with internal and external policies.
• Maintains operational excellence and maximizes turnaround times.

Skills

Customer service

Attention to detail

Data input

Communication

Time management

Bilingual (French/English)

Education

College diploma

Tools

Salesforce

Job description

Mortgage Operations Specialist (Fulfillment Officer)

Haventree Bank is a Schedule I Canadian bank dedicated to advancing financial security and upward mobility for Canadians underserved by traditional financial services. Through our broker-distributed alternative mortgage and GIC solutions, as well as our growing digital banking platform, we provide straightforward products that support long-term financial well-being and meaningful growth.

As a CDIC-insured, federally regulated bank, we offer the trust and stability of a traditional financial institution while embracing the innovation and customer-first mindset of a modern digital bank.

If you're looking for a place where your work has a direct impact, your ideas are valued, and innovation is encouraged, Haventree Bank is the place for you.

Position Summary:

Reporting to the Manager, Mortgage Operations, the Mortgage Operations Specialist is responsible for supporting Originations by providing customer service for processing documents, ensuring accurate data input, collaborating with internal/external stakeholders and prioritizing efficiencies. This role demands
attention to detail, strong communication skills, and a customer-centric problem-solving approach to ensure a smooth mortgage fulfillment process.

Major Duties & Responsibilities:

• Communicates effectively both verbally and written to internal and external stakeholders (including appraisers, employers, and mortgage brokers) when documents are incomplete, or additional information is required, to ensure timely accurate results.
• Maintains and utilizes salesforce dashboards to track and manage deals in pipeline, be responsible for meeting document review timelines (SLAs.)
• Handles and maintains condition management.
• Updates the CRR/AML Score Card on a regular, timely basis.
• Adheres to all Bank, business area and AML/ATF policies and procedures.
• Reviews and approves supporting documents according to HTB’s risk appetite and policies.
• Ensures that Quality Assurance requirements, Compliance and Risk review queries are dealt within a timely and accurate manner.
• Conducts income document analysis and calculations to ensure the applicant’s income can be confirmed, including submitting income to Equifax for review.
• Conducts appraisal report analysis to validate property valuation and compliance with internal policies and external regulations.
• Maintains operational excellence, using all available resources, escalating, when necessary, to maximize efficiencies and provide quick turnaround times.

Qualifications & Experience:

Degrees, Diplomas & Certifications:

• A college diploma or equivalent is required.

Years and Range of Experience Required to Perform the Job:

• The position requires at least 2 years experience in a Mortgage Administration, Operations, or a similar financial services role.
• Values learning and are looking to expand your knowledge and skills.
• Strong professional communication skills, both written and verbal (over the phone.)
• Organized, detail oriented and able to manage your time appropriately.
• French & English bilingualism preferred

While we thank everyone for their interest in Haventree Bank, please note that only candidates selected for an interview will be contacted. Haventree Bank is committed to providing accommodation when needed. If you require an accommodation, we will work with you to meet your needs.

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• Haventree Bank embraces equal opportunity, diversity, and inclusion. Please let us know if you require any accommodations during the recruitment and selection process by contacting [e-mail]