Mortgage Administrator

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Capital is a rapidly growing Canadian commercial real estate capital advisory firm specializing in tailored financing solutions for real estate investors and developers.

With over $1 billion in originated financing, we work with institutional and private lenders across Canada to arrange CMHC-insured, conventional, construction, bridge, and term financing.

Our team is committed to delivering exceptional client service, maintaining strong relationships, and providing innovative financing solutions in a collaborative, fast-paced environment.

About the Role
We are seeking a highly organized, detail-oriented, and proactive Mortgage Administrator to join our growing team in Kitchener.

This position plays an important role in supporting our mortgage professionals and clients through the financing process, with a primary focus on client onboarding, mortgage documentation, file administration, and ongoing client communication.

The ideal candidate is someone who enjoys working with people, takes initiative, and excels at keeping information organized, managing multiple priorities, and ensuring tasks are completed efficiently.

You will work directly with our clients, mortgage originators, underwriting team, and Managing Partners to help ensure a seamless and professional client experience.

While previous mortgage or real estate experience is an asset, we welcome candidates with strong backgrounds in administrative support, legal administration, banking, and professional client services.

Key Responsibilities
Client Onboarding & Document Management

Coordinate new client onboarding and assist with mortgage application requirements.

Request, collect, organize, and maintain client financial, corporate, and property documentation.

Review incoming documentation for completeness and follow up on missing or outstanding items.

Prepare and maintain client files, document checklists, and administrative records.

Ensure mortgage documentation is properly organized and accessible to the appropriate team members.

Assist with preparing and distributing mortgage-related forms, correspondence, and client packages.

Client Communication & Support

Act as a primary point of contact for general client inquiries, onboarding assistance, and document requests.

Maintain professional and responsive communication with clients by phone and email.

Proactively follow up with clients to ensure outstanding documentation and administrative requirements are completed.

Coordinate communication between clients, mortgage professionals, and other transaction stakeholders.

Assist with providing routine updates and ensuring clients understand the next steps throughout the financing process.

Support post-closing client communications and relationship management activities.

Mortgage & Office Administration

Open, maintain, and update mortgage files within internal systems and CRM platforms.

Monitor outstanding administrative tasks, document requests, and important deadlines.

Schedule client meetings, internal appointments, and calls for mortgage professionals and Managing Partners.

Prepare routine correspondence, internal summaries, checklists, and administrative documents.

Maintain organized digital records and ensure client information accurately recorded.

Manage incoming inquiries, correspondence, and general office communications.

Assist with the preparation and distribution of client welcome packages, closing packages, and gifts.

Provide general administrative and operational support to the team as required.

Team Coordination & Support

Work closely with mortgage originators and underwriters to ensure required information is collected and files are ready for review.

Track outstanding items and coordinate timely follow-ups with clients and internal team members.

Assis…