Administration Assistant (Mortgage Broking)

Full-time | Remote (Philippines) | New Zealand business hours

We are looking for a bright, proactive Administration Assistant to join an established New Zealand mortgage broking firm, working fully remotely with a small, supportive team that invests in its people. This is a varied role at the center of the business, keeping client records accurate, loan files moving and the day-to-day admin running smoothly so the brokers and processing team can focus on looking after clients.

Above all, this is a role about attitude, someone who brings energy, initiative and a genuinely warm, can-do manner to everything they touch. The ideal person is organized and sharp on detail, but just as importantly upbeat, resourceful and quick to take the initiative without being asked.

Key Responsibilities

• Provide day-to-day administrative support across the business, from record keeping and data entry through to ad hoc tasks as they arise.

• Set up new loan applications and keep client records in the CRM clean, current and complete.

• Manage workflow tasks so every file keeps moving through its stages, chasing outstanding items before they hold anything up.

• Request and collect client documents and information, tracking what is outstanding and following up promptly and professionally.

• Prepare, format and organize documents, forms and templates to support the brokers and loan processing team.

• Coordinate appointments, reminders and follow-ups, keeping the team on top of commitments and deadlines.

• Assist with basic compliance housekeeping, making sure files are complete, accurate and stored correctly.

• Pull together simple reports and pipeline summaries when needed.

• Proactively surface tasks, follow-ups and ideas the team may not have thought of bringing practical solutions rather than letting things stall.

What We Are Looking For

• A great attitude above all: upbeat, proactive and genuinely personable, someone who takes initiative and brings energy to the team.

• Solid experience in an administration or virtual assistant role. Experience within mortgage broking or financial services is a strong plus, but capable all-round administrators from other industries are very welcome.

• Confident working across CRMs and business systems, and quick to pick up new tools. Familiarity with the New Park aggregator or a custom, in-house CRM is a bonus.

• Fast, accurate data entry with excellent attention to detail.

• Process driven, but with genuine initiative and problem-solving ability, comfortable resolving issues that fall outside the standard process.

• Well organized, able to juggle competing priorities and follow through without being chased.

• Excellent written and spoken English.

• Demonstrated employment stability, with a preference for candidates who have remained with previous employers for approximately two years or more.

• A genuine interest in establishing a long-term career within our business and growing alongside the team.

• Stable work-from-home setup (reliable internet, laptop or desktop, quiet workspace) able to work in New Zealand business hours.

Requirements

• Stable work-from-home setup (reliable internet, laptop/desktop, quiet workspace)

• Proactive attitude, able to follow up clients, lenders, and third parties without being prompted

• Available to work on a rotational shift schedule, including night shifts (Mon-Sun).

Benefits

• Full-time, work-from-home

• Long-term, stable role with a busy, growing broking business

• Training and support provided