Fulfillment Specialist

About Highclere Capital

Highclere Capital is a growing, Ontario-based mortgage finance company focused on providing innovative lending solutions to underserved borrowers across Canada. With a sharp eye on compliance, service excellence, and responsible growth, we partner with mortgage professionals to deliver tailored financing with speed and integrity. As a remote‑first team, we’re building a culture rooted in accountability, collaboration, and a shared commitment to doing the right thing—for our brokers, our partners, and one another.

Reporting to the Director, Credit Operations, the Fulfillment Specialist plays a key role in ensuring mortgage files are processed, instructed, and closed with accuracy and efficiency. Working closely with brokers, solicitors, underwriters, and internal teams, this role is responsible for preparing documentation, reviewing required information, monitoring file progress, and resolving issues to keep transactions on track. The Fulfillment Specialist supports the underwriting and credit decision process by ensuring all required documentation is complete and by applying sound due diligence when reviewing files.

This includes identifying and escalating inaccuracies, missing information, or potential risks to ensure files meet company standards and funding timelines. Success in this position means balancing speed with precision, delivering an excellent broker and client experience, and supporting continuous process improvement within the funding and servicing function.

• Review and prepare mortgage documentation for solicitor instructions
• Validate data and documents for accuracy, completeness, and compliance
• Monitor and prioritize funding and fulfillment requests to meet closing timelines

• Liaise with brokers, solicitors, underwriters, and internal teams to resolve outstanding items
• Respond promptly to inquiries from Quality Assurance, Sales, or external partners
• Establish and maintain positive relationships with mortgage brokers to build loyalty to the Company
• Maintain positive relationships with external partners such as mortgage insurers, appraisers, title insurance companies, and solicitors
• Interact with mortgage brokers for the collection of all required documents to satisfy mortgage commitment conditions
• Review and verify accuracy of required documentation related to income, down payment and the property using sound due diligence and compliance with internal and regulatory guidelines prior to signing off on any mortgage conditions or documents, where applicable
• Escalate any documentation issues to the Underwriter for review and sign off
• Document clear and complete notes within the mortgage underwriting system
• Respond to all inquiries within established turnaround times
• Adhere to policies and procedures to ensure AML requirements are met

• Identify process gaps and recommend improvements to enhance efficiency and accuracy
• Maintain audit‑ready files in accordance with regulatory and internal standards
• Assist with departmental projects, initiatives, or administrative tasks as assigned

• Provide clear, professional, and timely communication to brokers and solicitors
• Ensure any issues or complaints are investigated, documented, and resolved or escalated appropriately
• Represent Highclere’s service‑first approach in all interactions

• 2+ years of experience in mortgage fulfillment, funding, legal administration, or financial operations
• Strong attention to detail and ability to manage multiple priorities under tight deadlines
• Proficiency with Microsoft Office (Excel, Outlook, Word) and comfort with digital workflow tools
• Clear and professional communication skills, both written and verbal
• Strong organizational skills with a focus on accuracy and quality control

• Experience with Prime and/or Alternative (Alt‑A/B) mortgage products
• Familiarity with mortgage servicing systems or LOS platforms (e.g., Filogix)
• General understanding of accounting or Treasury processes
• Bilingual in French is an asset