Office Administrator

Brokerage & Co is a leading mortgage broking firm committed to delivering tailored financial solutions for our clients. We are a close-knit, professional team that prides itself on a high-touch client experience and a well-run, organised office. We are looking for a warm, proactive, and highly organised Office Administrator to be the heartbeat of our daily operations. This is a casual, part-time role — 20 hours per week, Monday to Friday from 9:00am to 2:00pm — ideal for someone who thrives in a professional services environment and takes genuine pride in keeping things running smoothly.

Key Responsibilities:

• Client Communications — Be the first point of contact for inbound calls and emails, warmly greeting clients, fielding general enquiries, and directing matters to the appropriate broker or team member with professionalism.
• Appointment Scheduling — Manage broker calendars, coordinate client consultations, follow-up meetings, and settlement appointments; send reminders and confirmations to all parties.
• File & Document Management — Maintain accurate client records across our CRM and document systems; prepare, scan, and file compliance documents, loan applications, and correspondence.
• Lender & Third-Party Liaison — Coordinate with lenders, valuers, conveyancers, and other external parties to track loan progress and obtain outstanding information or conditions.
• Pipeline Tracking — Monitor active loan files through each stage of the application process, flagging outstanding items and keeping brokers updated on file statuses.
• Office Coordination — Oversee day-to-day office operations including ordering supplies, managing deliveries, maintaining a tidy and professional workspace, and ensuring equipment is in working order.
• Marketing Support — Assist with scheduling social media content, distributing client newsletters, and coordinating simple promotional materials in line with the Brokerage & Co brand guidelines.
• Onboarding Assistance — Help prepare welcome packs and fact-find documentation for new clients ahead of their initial broker meeting.
• Reporting & Administration — Compile weekly pipeline reports, assist with trail book reconciliation, and support basic invoicing and commission tracking tasks as required.
• Ad Hoc Support — Provide general administrative assistance to the Principal and broking team to ensure the business operates at its best day to day.

Key skills

• Proactive mindset
• Attention to detail
• Time Management
• Strong written communication
• Team player
• Microsoft Office
• CRM Experience
• Professional phone manner

Advantageous: Experience in mortgage broking, financial planning, or real estate. Familiarity with platforms such as Apply Online, Salestrekker, or NextGen is a plus but not essential — we’ll train the right person.