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Broker Assistant

Wendy Ellen Inc. • Full-time • Calgary, AB, CA • 3m ago

The Broker Assistant role is responsible, in conjunction with the partners and management team, for the financial health and well-being of the Company. Duties are expected to be executed with a positive, can-do attitude.

Reporting to/Coordinating with:

· Reporting primarily to the two owners/managing partners

· Coordinating regularly with the Senior Mortgage Administrator

· Coordinating with Bookkeeping and Accounting

General:

· Assist in maintaining an organized office environment, setting agendas, managing meetings, and all client accounts

· Provide administrative support for internal and external correspondence, including file management, scanning, photocopying, and organizing and distributing legal documents.

· Schedule meetings, minute taking and arrange travel plans/itinerary

· Drafting of all key documents used daily (i.e. LOIs, letters, Commitment Letters, Broker Agreements, Mortgage Summaries, etc.)

· Proofread documents for spelling, grammar and layout, making appropriate changes; responsible for accuracy and clarity of final copy

· General assistance with deal process flow chart from initial underwriting to funding

· Begin work/idea generation - new website to be developed for Liberty Capital Partners – EMD

· Social media planning

· Management Meetings – be present and add value to our weekly Wednesday management meetings at Liberty

· Compliance Meetings - be present and add value to our weekly management meetings at Liberty

· Sales/Marketing Meetings - be present and add value to our weekly management meetings at Liberty

· Other projects as needed

· Assist in planning Christmas parties, social events, birthday events, client appreciation gifts/acknowledgments, etc.

Borrower/Investor:

· Assist with all general Liberty activities, including excellent meeting minutes

· Write LOl's, MOU's, Term Sheets, Discussion Papers, Commitment Letters, Broker Agreements, Extension, Forbearance Agreements

· Follow through with lawyers to ensure timely caveats for all charging agreements

· Pull titles, credit bureaus, and corporate searches

· Effective filing and review of all security documents

· Maintain mortgage and investor files

· Investor Reporting and knowledge of Dolphin software

· Completion and knowledge of investor forms (NCAF, Client Service Agreements, Relationship Disclosure)

· Intimate knowledge of pre-funding and funding process and ability to complete both

· Order and review all studies, reports, etc. (i.e., Appraisals, QS reports, site studies, financial statements, personal net worth statements)

· Request transmittal letters

· Edit/format construction budgets and subsequent progress draw reports from project inspectors/quantity surveyors (construction)

· Marketing – keep marketing current (Investor Current Opportunities, Borrower Recently Funded and any other marketing materials used )

· Modest office cleaning duties

· Greet, assist and/or direct clients, vendors and investors

· Modest Investor and Borrower relationship

· Manage all incoming calls, screening/redirecting as required

· Other duties as assigned may form part of your responsibilities

· Assist and make recommendations for more efficient processes

· Help create/recommend standard operating procedures

Key Performance Indicators (KPI’s):

· Attendance at team meetings

· Quantity and Quality of value-added contributions at meetings

· Deadlines met for key deliverables (presentations, spreadsheets, term sheets, commitment letters, mortgage summaries, marketing, etc.)

· Quality of work, error-free work, attention to detail, minimal edits required

· Quantity and Quality of new ideas/initiatives, along with seeing them through to completion if/once approved

· Overall level of approaching with ‘beginner's mind’ and absorbing/documenting all new learnings

Skills required for this position:

· Minimum 2 years’ experience

· Strong ability to prioritize, continually reassess and shift priorities as necessary

· Excellent critical thinking

· Self-starter – ability to jump in and add value with minimal direction and supervision

· Ability to recognize and meet deadlines

· Excellent working knowledge of the Microsoft Office suite of products (Word and Excel proficiency vital)

· Excellent Planning and organization

· Strong customer service skills

· Pride in your efficiencies and getting the tasks at hand completed with excellence

· Attention to detail

· Excellent verbal and written communication skills

· Friendly demeanour and a good sense of humour

· Workflow experience and understanding of operations

· Excellent interpersonal skills

· Ability to interface on a professional level with all co-workers

· Ability to recognize and step in/assist Brokers /partners with workload