Mortgage Broker Virtual Assistant
Scale Your Loan Volume Without the Admin Overload
Close more loans without living inside your inbox.
When your pipeline grows, admin work multiplies. A dedicated remote back-office specialist runs the conditions chase, keeps files submission-ready, and drives clear borrower updates so you protect your time and move loans to closing faster.
You hand off the work that creates delays:
- Chase missing docs and conditions on a daily cadence
- Keep every file submission-ready to reduce lender kickbacks
- Coordinate with lenders, title, insurance, and agents
- Maintain a referral-ready database and follow-up calendar
The real bottleneck is not lead flow. It is file flow.
Most brokers do not lose deals because they lack demand. They lose deals because files stall.
Your mortgage-trained admin prevents pipeline leakage by running follow-ups, organizing files, and surfacing issues early. You step in only when the file needs licensed judgment.
No jargon. No panic. Just clear the next steps.
Workflow support by stage (the “how”)
This section explains how the work moves from lead to close. It focuses on process, rhythm, and momentum.
Lead to the application
- Respond to new leads using your scripts
- Book calls and reduce no-shows with confirmations
- Send a simple document request and set expectations up front
- Create borrower folders and label files consistently
- Capture notes and stage changes so the handoff stays clean
Application to underwriting
- Build a clean package that stays submission-ready
- Catch missing items before the lender does
- Maintain a conditions tracker and follow-up cadence
- Flag risk fast (missing bank pages, outdated pay stubs, unclear deposits)
- Escalate exceptions that need your judgment
Underwriting to clear to close
- Manage the contract-to-close timeline so you hit every contingency date
- Track conditions, owners, and deadlines without gaps
- Coordinate with the lender, title, insurance, and agents
- Send borrower updates that reduce inbound “checking in” messages
- Confirm closing details and requirements early
Post-close and database growth
- Trigger thank-you messages and review requests
- Tag referral sources and loan details for future outreach
- Schedule annual check-ins and refinance windows
- Keep your database clean so referrals do not fall through the cracks
Quick win example: One broker shortened their “conditions chase” by assigning daily follow-up windows and running every file through a single submission-ready checklist.
Your tools, your workflow
We hire for your stack so the assistant fits into how you already work.
They can operate in common systems such as:
- LOS: Encompass, Calyx Point, BytePro, LendingPad
- CRM: Jungo, Salesforce, HubSpot, Pipedrive
- Docs and e-sign: Google Drive, Microsoft 365, Dropbox, DocuSign
- Comms: Gmail/Outlook, Slack/Teams, Calendly
If your process needs cleanup, we help you standardize the basics so the role stays consistent.
Protecting your license and your borrowers
Mortgage files include sensitive personal and financial data. We help you implement a security-first workflow, so you stay compliant and reduce risk while the assistant works.
We set up a clean access model that includes:
- least-privilege access by role
- 2FA across email, CRM, and storage
- password sharing via a password manager
- one controlled folder system with naming rules
- restricted downloading where possible
- audit trails and a clear offboarding checklist
- SOPs for uploads, status logs, and escalation rules
This approach protects borrowers and reduces mistakes because it removes guesswork.
Best fit for brokers who hit a ceiling
Hiring a Mortgage Broker Virtual Assistant fits best when you:
- close 5+ loans per month and feel the admin load rising
- lose momentum in underwriting because follow-ups slip
- spend too much time chasing docs and updating systems
- want faster turnarounds without hiring locally
You can start lean, then expand scope as volume grows.
Control map: what you keep vs what you hand off (the “who”)
Use this section as your boundary line. It protects quality and reduces risk.
| You hand off (process-heavy execution) | You keep (broker control) |
|---|---|
| Follow-up cadence, conditions chase, and coordination | Advice, pricing, and lender strategy |
| File organization, naming rules, and packaging | Compliance-critical judgment calls |
| “Submission-ready” prep to reduce lender kickbacks | Final review before submission (at first) |
| Scheduling, confirmations, and calendar protection | Negotiation and exception handling |
| Database hygiene, tagging, and follow-up triggers | Relationship building and referrals |
Want to know how many virtual assistants you can afford?
How much does a virtual assistant actually cost? Once you clearly understand what they do and why you need one, it’s time to get down to the real work: The Numbers. You shouldn’t have to guess your budget. Our interactive calculator is designed to help you get a precise, monthly estimate based on your specific needs.
With the Virtual Staff Calculator, you can:
- Estimate Monthly Costs: See exactly how a virtual assistant fits into your overhead.
- Compare Capacity vs. Cost: Determine if you need part-time support or a full-time powerhouse.
- Visualize Your Savings: Calculate the difference between a local hire and a specialized remote assistant.
How hiring works with Aristo Sourcing
1) Define the scorecard
We map your workflow, tools, hours, and must-haves.
2) Shortlist matched candidates
You meet candidates who match your stack and communication level.
3) Test task and interview
You see how they handle a real file scenario and follow instructions.
4) Onboard with a simple rhythm
You launch with checklists, daily priorities, and escalation rules.
Get a Mortgage-Trained Assistant Matched to Your Workflow
If you want to scale loan volume without expanding admin hours, we can match you with a mortgage-trained remote assistant who fits your tools, time zone, and workflow.