Secretary

AA Mortgage Gateway Ltd.; Greater London; On-site; GBP 22,000 - 30,000; Full time

Benefits offered by this job

Performance bonus

Training & development

Career progression

Supportive environment

Job summary

AA Mortgage Gateway is a London-based mortgage and protection brokerage that is seeking a Secretary/Office Administrator to support advisers and management. You will maintain client records, manage diaries, and handle communications to ensure smooth day-to-day operations in Kensington.

The role emphasizes organisation, accuracy, and a professional telephone manner, with responsibilities spanning mortgage processing support, client onboarding, and marketing/communications to help sustain a

Qualifications

• GCSEs (or equivalent) including English and Maths.
• Business Administration qualification desirable.
• CeMAP knowledge or experience within mortgage services would be advantageous but not essential.

Responsibilities

• Manage incoming and outgoing telephone calls, emails, and correspondence.
• Maintain accurate client records and filing systems.
• Prepare letters, reports, meeting notes, and other business documents.
• Manage office diaries, appointments, and meeting schedules.
• Handle incoming and outgoing post.
• Act as the first point of contact for clients and introducers.
• Welcome clients attending face-to-face meetings.
• Schedule appointments and follow up on enquiries.
• Maintain regular communication with clients throughout the mortgage process.
• Obtain and organise client documentation.
• Assist advisers with mortgage and protection applications.
• Chase lenders, solicitors, estate agents, surveyors, and clients for updates.
• Upload and organise documentation through lender portals.
• Monitor case progress and maintain accurate records.
• Assist with preparing compliance documentation and suitability records.
• Manage social media updates and company communications.
• Support networking events and business development activities.
• Help maintain the company website and online presence.
• Prepare marketing materials and client newsletters.
• Ensure all information is handled in accordance with GDPR regulations.
• Assist with audit and compliance requirements.
• Maintain confidentiality of client information at all times.
• Coordinate office meetings and events.
• Assist with recruitment administration when required.
• Support directors and advisers with additional administrative projects.

Skills

Excellent communication

Organisation

Time management

Telephone manner

Microsoft Office

Teamwork

Attention to detail

Education

GCSEs English & Maths

Business Admin qualification

CeMAP knowledge (advantage)

Tools

CRM systems

Microsoft Office

Job description

Job Description.

Job Title: Secretary / Office Administrator. Location: Kensington, London. Company: AA Mortgage Gateway. Position Type: Full-Time. AA Mortgage Gateway is an independent mortgage and protection brokerage that provides mortgage, protection, buy-to-let, commercial finance, and property finance solutions. We pride ourselves on delivering excellent customer service and building long-term relationships with our clients and business partners.

Role Overview.

We are seeking a highly organised, professional, customer-focused Secretary/Office Administrator to support the business's day-to-day operations. The successful candidate will play a key role in ensuring the office runs smoothly, maintaining client relationships, supporting mortgage applications, and providing excellent administrative support to advisers and management.

Key Responsibilities.

Administrative Duties

• Manage incoming and outgoing telephone calls, emails, and correspondence..
• Maintain accurate client records and filing systems..
• Prepare letters, reports, meeting notes, and other business documents..
• Manage office diaries, appointments, and meeting schedules..
• Handle incoming and outgoing post..

Client Support

• Act as the first point of contact for clients and introducers..
• Welcome clients attending face-to-face meetings..
• Schedule appointments and follow up on enquiries..
• Maintain regular communication with clients throughout the mortgage process..
• Obtain and organise client documentation..

Mortgage Processing Support

• Assist advisers with mortgage and protection applications..
• Chase lenders, solicitors, estate agents, surveyors, and clients for updates..
• Upload and organise documentation through lender portals..
• Monitor case progress and maintain accurate records..
• Assist with preparing compliance documentation and suitability records..

Marketing & Business Development Support

• Manage social media updates and company communications..
• Support networking events and business development activities..
• Help maintain the company website and online presence..
• Prepare marketing materials and client newsletters..

Compliance & Data Protection

• Ensure all information is handled in accordance with GDPR regulations..
• Assist with audit and compliance requirements..
• Maintain confidentiality of client information at all times..

General Office Support

• Coordinate office meetings and events..
• Assist with recruitment administration when required..
• Support directors and advisers with additional administrative projects..

Person Specification.

Essential Skills

• Excellent written and verbal communication skills..
• Strong organisational and time-management abilities..
• High attention to detail..
• Professional and friendly telephone manner..
• Ability to prioritise workload effectively..
• Strong IT skills including Microsoft Office (Word, Excel, Outlook)..
• Ability to work independently and as part of a team..

Desirable Experience

• Previous experience in a mortgage brokerage, financial services, banking, or estate agency environment..
• Knowledge of mortgage application processes..
• Experience using CRM systems..
• Understanding of GDPR and compliance procedures..

Qualifications

• GCSEs (or equivalent) including English and Maths..
• Business Administration qualification desirable..
• CeMAP knowledge or experience within mortgage services would be advantageous but not essential..

Personal Attributes

• Professional appearance and manner..
• Trustworthy and discreet with confidential information..
• Proactive and self-motivated..
• Positive, enthusiastic, and customer-focused..
• Strong problem-solving skills..

Salary & Benefits.

• Competitive salary dependent on experience..
• Performance-related bonus opportunities..
• Ongoing training and development..
• Career progression opportunities within AA Mortgage Gateway..
• Supportive and professional working environment..

Working Hours.

Monday to Friday, 9:00 am – 5:30 pm, with occasional flexibility required to meet business needs.

About AA Mortgage Gateway:

Join AA Mortgage Gateway for retainer plus uncapped commission, flexible working, strong sales support, and real growth. We value initiative, reward performance, and help you build a lasting insurance career.