Virtual Assistant

We are seeking a highly organized and proactive Virtual Assistant to support our loan officers and clients throughout the home loan process. This role is essential in ensuring smooth communication, timely follow-ups, and effective marketing efforts. The ideal candidate is detail-oriented, tech-savvy, and excellent at managing client relationships and referral partnerships.

Key Responsibilities

Client Communication s Follow-Ups

• Proactively follow up with loan clients via calls, emails, and texts to ensure a smooth loan process and home search experience.

• Provide regular updates to clients, answering basic questions and connecting them with the loan team when needed.

• Monitor loan progress and ensure timely responses to outstanding conditions or required documents.

Marketing s Content Creation

• Design and create marketing materials, including flyers, for loan officers to promote loan programs and homebuyer education.

• Assist with the development of digital content for social media, email campaigns, and outreach initiatives.

Prospecting s Database Management

• Maintain and update the database of referral partners, tracking engagement and follow-ups.

• Assist in prospecting efforts by researching potential referral partners and setting up meetings or calls.

• Organize and manage CRM systems to ensure accurate client and partner data.

Specific tasks

• Database Concierge

  • After closing

    • Request reviews
    • Follow up C referral guidance/tips

  • Set up mortgage reviews (AMRs) – use Calendly links

    • Get referrals while working on this

    • Provide them with process as well as script

      • i.e. after one call and text, send a mailer

    • Send gifts to top clients as well

  • Set up appointments with referral partners

    • Confirming appointments before they happen
    • Reschedule if needed
    • Marketing and mass email campaigns – oversight and management

  • Prospecting

    • Redfin strategy

    • Research real estate offices C builders

      • Implement marketing plan to present to those offices

Qualifications

• Experience in administrative support, customer service, or mortgage-related roles preferred.

• Strong communication skills (verbal and written) with a client-first approach.

• Proficiency in CRM software (Salesforce), email marketing tools, and basic graphic design (e.g., Canva, Adobe, or similar).

• Ability to work independently, manage multiple tasks, and meet deadlines in a remote setting.

• Knowledge of the home loan process or mortgage industry.