Mortgage Administrator

4Capital is a rapidly growing Canadian commercial real estate capital advisory firm specializing in tailored financing solutions for real estate investors and developers.

With over $1 billion in originated financing, we work with institutional and private lenders across Canada to arrange CMHC-insured, conventional, construction, bridge, and term financing.

Our team is committed to delivering exceptional client service, maintaining strong relationships, and providing innovative financing solutions in a collaborative, fast-paced environment.

About the Role

We are seeking a highly organized, detail-oriented, and proactive Mortgage Administrator to join our growing team in Kitchener.

This position plays an important role in supporting our mortgage professionals and clients through the financing process, with a primary focus on client onboarding, mortgage documentation, file administration, and ongoing client communication.

The ideal candidate is someone who enjoys working with people, takes initiative, and excels at keeping information organized, managing multiple priorities, and ensuring tasks are completed efficiently.

You will work directly with our clients, mortgage originators, underwriting team, and Managing Partners to help ensure a seamless and professional client experience.

While previous mortgage or real estate experience is an asset, we welcome candidates with strong backgrounds in administrative support, legal administration, banking, and professional client services.

Key Responsibilities

Client Onboarding & Document Management

• Coordinate new client onboarding and assist with mortgage application requirements.
• Request, collect, organize, and maintain client financial, corporate, and property documentation.
• Review incoming documentation for completeness and follow up on missing or outstanding items.
• Prepare and maintain client files, document checklists, and administrative records.
• Ensure mortgage documentation is properly organized and accessible to the appropriate team members.
• Assist with preparing and distributing mortgage-related forms, correspondence, and client packages.

Client Communication & Support

• Act as a primary point of contact for general client inquiries, onboarding assistance, and document requests.
• Maintain professional and responsive communication with clients by phone and email.
• Proactively follow up with clients to ensure outstanding documentation and administrative requirements are completed.
• Coordinate communication between clients, mortgage professionals, and other transaction stakeholders.
• Assist with providing routine updates and ensuring clients understand the next steps throughout the financing process.
• Support post-closing client communications and relationship management activities.

Mortgage & Office Administration

• Open, maintain, and update mortgage files within internal systems and CRM platforms.
• Monitor outstanding administrative tasks, document requests, and important deadlines.
• Schedule client meetings, internal appointments, and calls for mortgage professionals and Managing Partners.
• Prepare routine correspondence, internal summaries, checklists, and administrative documents.
• Maintain organized digital records and ensure client information is accurately recorded.
• Manage incoming inquiries, correspondence, and general office communications.
• Assist with the preparation and distribution of client welcome packages, closing packages, and gifts.
• Provide general administrative and operational support to the team as required.

Team Coordination & Support

• Work closely with mortgage originators and underwriters to ensure required information is collected and files are ready for review.
• Track outstanding items and coordinate timely follow-ups with clients and internal team members.
• Assist in improving administrative procedures, document collection processes, and client onboarding workflows.
• Support Managing Partners with scheduling, communications, and day-to-day administrative requirements.
• Provide additional administrative assistance as required.

Qualifications

Required Qualifications

• Minimum 2 years of experience in an administrative, office support, client service, or related professional role.
• Excellent organizational skills and exceptional attention to detail.
• Strong written and verbal communication skills, including a confident and professional telephone manner.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Ability to manage multiple tasks, deadlines, and priorities in a fast-paced environment.
• Strong follow-through and the ability to work independently with minimal supervision.
• Comfortable working with digital documents, CRM platforms, and administrative software.
• Professional, personable, and client-focused approach.
• Ability to handle confidential financial and personal information with discretion.

Preferred Qualifications

• Previous experience in mortgage administration, real estate, banking, financial services, or legal administration.
• Experience as a legal assistant, law clerk, administrative assistant, or office administrator.
• Familiarity with mortgage applications, financial documentation, or client onboarding procedures.
• Experience using CRM systems and digital document management platforms.

Previous mortgage experience is an asset but is not required. We value candidates who demonstrate strong organizational skills, initiative, excellent client communication, and a willingness to learn.

What We Offer

• Competitive Compensation: $50,000–$80,000 annually, based on experience and qualifications.
• Comprehensive Benefits: Extended health, dental, vision, and travel insurance.
• Professional Development: Hands-on exposure to commercial real estate financing and experienced mortgage professionals.
• Career Growth: Opportunities to develop professionally within a growing commercial mortgage firm.
• Collaborative Environment: Work alongside an experienced, supportive team in an entrepreneurial setting.
• Workplace Benefits: On-site gym, on-site parking, and paid time off.

Who We're Looking For

We're looking for someone who takes pride in their work, enjoys helping clients, and understands the importance of organization, accuracy, and timely communication.

You'll be a strong fit if you're naturally proactive, comfortable following up with people, able to manage competing priorities, and motivated to contribute to a growing business.

Most importantly, we're looking for someone who takes ownership of their responsibilities and helps ensure our clients and mortgage team are consistently supported.

Ready to Apply?

If you're an organized, motivated professional looking to build your career in the commercial real estate finance industry, we'd like to hear from you.

Please apply through LinkedIn with your resume.

Equal Opportunity Employer

4Capital is an equal opportunity employer committed to fostering an inclusive and accessible workplace. We welcome applications from candidates of all backgrounds and provide accommodations upon request throughout the recruitment and selection process.

We thank all applicants for their interest; however, only those selected for further consideration will be contacted.

Job Type: Full-time

Pay: $50,000.00-$80,000.00 per year

Benefits:

• Dental care
• Extended health care
• On-site gym
• On-site parking
• Paid time off
• Relocation assistance
• Vision care