Social Media, Mortgage Administration & Bookkeeping Assistant

Position Summary

We are seeking a highly organized, detail-oriented, and proactive Social Media, Mortgage Administration & Bookkeeping Assistant to provide support across social media management, mortgage processing, administrative operations, and financial recordkeeping.

The ideal candidate is comfortable managing multiple responsibilities, maintaining accurate records, communicating professionally with clients and lenders, and ensuring that day-to-day operations run smoothly. Training will be provided for mortgage-specific processes and systems, including Filogix.

This role is ideal for someone who is adaptable, dependable, and capable of balancing creative administrative tasks with detail-sensitive financial and documentation work.

Key Responsibilities

1. Social Media Management

• Execute the established social media strategy across LinkedIn, Instagram, Facebook, and YouTube.
• Schedule and publish provided content according to the posting calendar.
• Maintain a consistent posting schedule across all assigned platforms.
• Ensure brand consistency in content presentation, messaging, and publishing standards.
• Organize content calendars and track scheduled and published posts.
• Monitor content activity and assist with basic engagement tasks as needed.

2. Mortgage Administration & Processing

• Process mortgage application entries and maintain accurate information in the Filogix system, following provided training and procedures.
• Prepare, organize, and submit required mortgage documentation to lenders.
• Coordinate property appraisal orders and track their progress.
• Follow up on outstanding documents and requirements to keep mortgage files moving forward.
• Conduct file audits to ensure documentation is complete, accurate, and properly organized.
• Assist with compliance checks and ensure files meet established documentation requirements.
• Maintain updated records across mortgage portals and internal tracking systems.
• Communicate professionally with clients, lenders, and relevant parties regarding documentation and outstanding requirements.

3. Administrative & Client Support

• Draft and send professional client communications, follow-ups, and document requests.
• Track ongoing mortgage deals and follow up on pending tasks, documents, and deadlines.
• Organize and maintain digital files, records, and supporting documentation.
• Update spreadsheets, internal trackers, and various online portals.
• Monitor task progress and ensure important deadlines and follow-ups are not missed.
• Provide general administrative support to improve workflow efficiency and organization.

4. Bookkeeping & Financial Recordkeeping

• Maintain accurate records of real estate-related income and expenses.
• Record, categorize, and track business transactions and expenses.
• Update and maintain financial spreadsheets and expense trackers.
• Organize receipts, invoices, and supporting financial documents.
• Assist with monitoring income, expenses, and outstanding payments where applicable.
• Reconcile recorded transactions against available statements and supporting documents, as assigned.
• Prepare organized financial records and reports to support bookkeeping and financial review.

Qualifications & Requirements

• Strong organizational skills and excellent attention to detail.
• Good written and verbal English communication skills.
• Proficiency in spreadsheets, including Microsoft Excel or Google Sheets.
• Comfortable using online portals, digital document management systems, and administrative software.
• Ability to manage multiple tasks, prioritize deadlines, and follow established procedures.
• Strong data-entry and recordkeeping skills, with a focus on accuracy and confidentiality.
• Ability to work independently, follow instructions, and communicate proactively.
• Willingness to learn mortgage processing procedures and use the Filogix system.
• Basic bookkeeping knowledge and experience tracking income and expenses.
• Familiarity with social media platforms, content scheduling, and publishing.

Preferred Qualifications

• Previous experience in mortgage administration, loan processing, or real estate support.
• Familiarity with Filogix or similar mortgage origination systems.
• Experience coordinating lender submissions, appraisal orders, or mortgage documentation.
• Previous experience managing social media accounts for a business or professional brand.
• Experience with bookkeeping, expense tracking, or financial administration.
• Familiarity with Canadian mortgage documentation and compliance procedures, if applicable.

Ideal Candidate

The ideal candidate is dependable, detail-oriented, and comfortable switching between social media tasks, mortgage documentation, administrative follow-ups, and financial recordkeeping. They should be proactive in identifying missing information, keeping records updated, and ensuring that tasks are completed accurately and on time.

Application Process

Please complete the application process, including the assessment questions, technical check, and voice recording, where required. Applications with all required components completed will receive priority review.