Executive Assistant / Business Operations Coordinator - 484

D2B; Philippines; On-site; PHP 812,000 - 973,000; Full time

Job summary

D2B in the Philippines seeks an Executive Assistant / Business Operations Coordinator to drive efficiency and manage mortgage workflow alongside the Director. This role sits at the intersection of client management, pipeline logistics, and broker coordination.

You will translate high-level client discussions into actionable, trackable outcomes, coordinate meetings, and maintain CRM data integrity while ensuring smooth handovers with brokers and support staff.

Qualifications

• 3+ years in an Australian mortgage brokerage (EA/Loan Processor/Assistant).
• Deep knowledge of Australian loan lifecycle and lender requirements.
• Proficient with major CRM platforms and loan aggregator tools.
• Fluent English and strong prioritization, proactive follow-through, file management.

Responsibilities

• Act as the Director’s operational manager and force multiplier.
• Manage director's schedule, filter tasks, and resolve routine queries.
• Capture discussions and convert into structured deliverables and handovers.
• Coordinate executive meetings, briefings, and file summaries.
• Oversee CRM data integrity and pipeline workflow.
• Coordinate with lenders, BDMs, conveyancers, and accountants.

Skills

Executive support experience

Mortgage brokerage knowledge (AU)

CRM proficiency

English communication

Task prioritization

Tools

CRM software

Australian loan aggregators

Document collection systems

Job description

Position: Executive Assistant / Business Operations Coordinator

Salary: Php 80,000/month

Working Hours & Conditions: AU Working Hours

Role Summary

Drive efficiency, capacity, and operational momentum as the Director’s strategic right hand. This critical role combines high-level executive support with specialized mortgage workflow management. Sitting at the intersection of client management, pipeline logistics, and broker coordination, you will translate high-level client discussions, meetings, and directives into actionable, trackable, and fully executed outcomes.

Designed specifically for an experienced Australian mortgage broking professional, this position requires strong familiarity with the end-to-end loan application lifecycle, basic credit concepts, lending terminology, and aggregator software. You will keep clients, files, and team priorities moving seamlessly while optimizing the Director's focus on high-value business growth.

Key Responsibilities

Executive & Operational Strategy

• Act as the Director’s primary operational manager and force multiplier.
• Protect the Director's schedule by filtering tasks, managing priority workflows, and resolving routine operational queries directly.
• Capture strategic conversations, client briefs, and action items, converting them into structured deliverables and file handovers.
• Coordinate executive meetings, prepare detailed briefings, compile file summaries, and manage active action lists.
• Maintain proactive oversight of task execution, driving follow-ups without requiring executive prompts.

Mortgage Coordination & Client Lifecycle Management

• Translate initial client conversations and discovery notes into clear briefs for Brokers and Para Brokers.
• Capture client lending objectives, financial positions, proposed loan structures, and immediate requirements accurately.
• Review documents and apply baseline credit knowledge to identify potential file risks or policy gaps before escalation.
• Facilitate document collection, assist with KYC and identity verification, and enforce clear file documentation standards.
• Track milestones from pre-approval through to formal approval and settlement coordination.

CRM, Pipeline & Workflow Management

• Serve as the administrator for the primary CRM, maintaining absolute data integrity across all active files.
• Map every opportunity to a clear next action, monitoring the pipeline to prevent bottlenecking or stalled files.
• Facilitate structured file handovers among the Director, Brokers, Para Brokers, and support staff.
• Oversee team accountability, monitoring overdue tasks, and tracking key workflow milestones.
• Coordinate communication across external stakeholders, including lenders, BDMs, conveyancers, and accountants.

Requirements

Required Qualifications & Expertise

• 3+ years of direct experience in an Australian mortgage brokerage (EA, Loan Processor, Broker Assistant, or Operations Coordinator).
• In-depth understanding of the Australian loan lifecycle, credit concepts, supporting document standards, and lender requirements.
• Direct proficiency in major industry CRM platforms and Australian loan aggregator platforms.
• Exposure to lender portals, servicing calculators, pricing tools, and document collection systems.
• Fluent written and verbal English, superior task prioritization, proactive follow-through, and file management skills.