Scale Virtually VA

Mortgage Operations Virtual Assistant

Scale Virtually VA

full-time

Posted on:

Location Type: Remote

Location: Philippines

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Job Level

Junior

About the role

  • The Executive & Administrative Support VA provides structured administrative, coordination, and client-facing support to Ryan Abraham, Manager of Fixated Funding.
  • The primary purpose of this role is to remove document chasing, follow-ups, system updates, and timeline monitoring from Ryan’s workload so he can focus on client conversations and loan strategy.
  • This role begins after a loan is approved.
  • The VA supports post-approval loan execution, including requesting required documents, coordinating signatures on agreements, tracking completion timelines, and ensuring all required items move forward cleanly and on time through closing.
  • The VA works inside existing systems and SOPs (primarily Smartsheet-driven workflows) and operates directly within active client communication threads.
  • Success in this role depends on strong organization, clear communication, sound judgment, and the ability to proactively close gaps before they become delays.

Requirements

  • Mortgage Operations Experience (Non-Negotiable)
  • - Minimum of 1 year of mortgage banking or loan administration experience, preferably supporting post-approval loan execution, including document requests, signature coordination, and timeline monitoring.
  • - Familiarity with mortgage documentation, lender requirements, and closing-oriented workflows is a strong advantage but not required.
  • Core Communication Skills (Non-Negotiable)
  • - Native-level or near-native spoken and written English, with clear pronunciation that is easily understood by U.S. clients.
  • - Communicates in a natural, conversational, and human manner, avoiding scripted, robotic, or templated language.
  • - Able to adapt tone, pacing, and wording based on client responses while maintaining professionalism with internal teams and external partners.
  • Attention to Detail & Judgment
  • - Able to identify incomplete, incorrect, or unsigned documents before they create downstream delays.
  • - Validates quality rather than “checking the box.”
  • - Exercises sound judgment in determining when to proceed independently versus when escalation is required.
  • - Flags issues early rather than allowing silent failures.
  • Administrative Execution & Reliability
  • - Consistently follows documented workflows and SOPs.
  • - Keeps multiple files moving simultaneously without constant supervision.
  • - Highly organized, dependable, and disciplined in daily execution.
  • Systems, Tools & Technical Comfort
  • - Comfortable working inside Smartsheet for workflow management, pipeline tracking, and status updates or demonstrated experience with comparable tools (ex. Airtable, Monday, Asana) with the ability to transition quickly.
  • - Proficient in Microsoft Excel, Word, and Outlook.
  • - Able to accurately maintain alignment across workflow tools, spreadsheets, and communication logs.
  • - Capable of learning and operating additional loan-related systems and internal tools independently.
  • Stakeholder & Partner Interaction
  • - Experience working with or coordinating across loan officers, realtors, builders, title companies, appraisers, or similar third-party partners.
  • - Able to maintain professional, timely communication across multiple stakeholders.
  • Schedule & Availability
  • - Reliable availability during assigned working hours, including punctual start times and adherence to scheduled breaks.
  • - Willingness to support overtime during peak pipeline or closing periods as needed.
  • Tools Needed:
  • - Google Workspace (Gmail, Gdrive etc.)
  • - Kajabi
  • - Zapier
  • - Smartsheet/Excel
  • - Slack
  • - Zoom
  • - Active Campaign
  • - Text Messaging platform (to be determined)
  • - MS Outlook
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
mortgage operationsloan administrationdocument requestssignature coordinationtimeline monitoringworkflow managementpipeline trackingMicrosoft ExcelMicrosoft WordMicrosoft Outlook
Soft Skills
core communication skillsattention to detailsound judgmentadministrative executionreliabilityorganizationdependabilitydisciplineprofessional communicationadaptability