Mortgage Operations Assistant

MINDFUL LENDING
Loan Partner — Mortgage Operations Assistant

About This Role
We are a US-based mortgage brokerage in California helping move-up homebuyers across 12 states gain mastery in homeownership. Our work is detail-heavy, document-heavy, and deadline-driven. We are looking for one full-time Loan Partner to join our team and own the document collection, file organization, and conditions tracking work that keeps our pipeline moving.
This is not a generic VA role. You will be working inside live mortgage files — for W2 borrowers, self-employed borrowers, and Non-QM scenarios — and your accuracy directly affects whether families close on time.
If you have 2+ years processing experience in the broker channel and you take pride in being the most organized person on the team, we want to hear from you.

Hard Requirements (Apply Only If You Meet ALL of These)
Experience
2+ years of mortgage loan processing experience in the broker channel (not retail, not banking)
Hands-on experience with W2 borrower documentation
Hands-on experience with self-employed borrower documentation, including 2 years of personal and business tax returns

Tools (Familiarity Preferred)
You do not need to be an expert in these tools to apply — training will be provided. However, prior familiarity with any or all of these is strongly preferred and will accelerate your ramp:
Google Workspace (Docs, Gmail, Sheets, Drive)
BNTouch CRM
Lending Pad LOS
Homebot

Lender Familiarity (Preferred)
Nexa Lending, UWM, Kind Lending, REMN, or similar broker-channel wholesale lenders

Communication
Fluent written and spoken English
Stable internet connection capable of full-day Zoom video
Quiet, professional home work setup

References
Two professional references from prior mortgage-related employment within the last 2 years
Each reference must include name, phone number, and email
References must be from supervisors or loan officers you directly supported, not coworkers

EXCEPTION: If you have been continuously employed with a single employer for more than 24 months, ONE reference from that employer is acceptable. Two references from different employers is still preferred where possible.
Availability and Commitment (Non-Negotiable)
You must be able to start within 7 calendar days of accepting the offer. If your timeline is longer than 7 days, this role is not a fit.
This role is exclusive and full-time. You will not work for any other Loan Officer, mortgage broker, real estate professional, or US-based client during your employment with Mindful Lending. No side gigs, no part-time clients, no exceptions.
Candidates currently available to start immediately — including those recently laid off or between roles — are strongly encouraged to apply.

By applying, you confirm that if hired, Mindful Lending will be your sole employer and your full professional focus.
If you do not meet all the requirements above, please do not apply. We will verify everything.

Schedule and Work Hours
Core Hours: 9:00 AM – 5:00 PM PST, Monday – Friday
Manila equivalent: 12:00 AM – 8:00 AM PHT (midnight to 8 AM)
This is a night shift in the Philippines. You must be able to commit to this schedule consistently. If you have caregiving obligations, a second job, or sleep patterns that conflict with overnight work, this role is not a fit.
During the first 90 days:
On Zoom with camera on for the full PST window
Continuously monitoring Zoom and available immediately for team support throughout the day
Flexibility is a core skill — priorities shift, urgent files come up, and you respond
No exceptions on the camera-on policy except for breaks

Break Structure (Unpaid):
You choose one of two break options each day, declared at the morning meeting so the team knows when you are off:
Option A: One full hour, taken between 12:00 and 1:00 PM PST
Option B: Two 30-minute breaks — one between 11:30 AM and 12:30 PM PST, one between 2:30 and 3:30 PM PST
Camera off, no Zoom required during breaks. Breaks are unpaid. You are responsible for accurately logging which option you took each day on your activity log.

After 90 days (performance-based):
Optional 8:00 AM PST start (1 hour earlier) if you want to get ahead on the day
This early start is a privilege earned through proactive performance, not a default

Daily Schedule:
The schedule below is an example of how a typical day flows. Actual daily tasks and timing will vary based on pipeline activity, urgent files, and team priorities. You will be given clear, specific instructions on what to execute each day — clarity is a core value of how we operate, and you will never be left guessing what is expected.
PST
Manila
Activity
9:00 – 9:15 AM
12:00 – 12:15 AM
Standup with Operations Manager. Review priority files, urgent conditions, new leads.
9:15 – 10:30 AM
12:15 – 1:30 AM
Process overnight email inbox. Pull uploaded docs into G Drive. Verify document integrity. Re-request anything wrong or missing.
10:30 AM – 12:00 PM
1:30 – 3:00 AM
Walk every active file. Identify missing docs. Send first-round follow-ups (email + text). Request VOEs from employers.
12:00 – 1:00 PM*
3:00 – 4:00 AM*
BREAK (unpaid, 1 hour OR two 30-min blocks — declared at standup)
1:00 – 2:30 PM
4:00 – 5:30 AM
Upload received docs to correct G Drive folders (Asset, Credit, ID, Income, Property, Property Profile). Update conditions tracker.
2:30 – 3:30 PM
5:30 – 6:30 AM
Pre-approval prep and conditions work. Run completeness checks. Notify Operations Manager when files are ready for analysis.
3:30 – 4:30 PM
6:30 – 7:30 AM
Second-round follow-ups. Phone calls to clients on stalled docs. Text and email follow-ups.
4:30 – 5:00 PM
7:30 – 8:00 AM
End-of-day wrap. Update CRM pipeline notes. Send EOD summary to Operations Manager and Founder.

What You Will Own
1. Document Collection and Follow-Up
This is your daily core work. Every active file gets reviewed every morning. Missing documents get followed up on the same day, every day, until they are received.
For W2 Clients, you will collect:
2 most recent months of bank statements
Credit report
ID, work permit, or green card
30 most recent days of paystubs
W2s for the past 2 years
Year-end (December) paystubs for the past 2 years
Verification of Employment (VOE) completed by employer
Tax returns (if borrower owns multiple properties)
For every property owned: mortgage statements, homeowner's insurance, property tax bill, HOA statements, solar lease or PPA agreements
Title report for every property owned

For Self-Employed Clients, you will collect:
2 most recent months of business and personal bank statements
Credit report
ID, work permit, or green card
2 most recent years of tax returns (personal and business)
For every property owned: mortgage statements, homeowner's insurance, property tax bill, HOA statements, solar lease or PPA agreements
Title report for every property owned
If using Non-QM: 12 months of rent or mortgage history for all owned properties

2. File Organization in Google Drive
Every active file has a G Drive folder set up with the following structure:
Asset
Credit
ID
Income
Property (mortgage statements, HOA docs, insurance, property tax bills, solar agreements — sub-folders for each property if borrower owns multiple)
Property Profile (Ticor reports go here)

3. Pre-Approval File Prep
Before any file is handed off for pre-approval analysis, you confirm:
Income docs collected and verified
Asset docs collected and verified
ID and SSN collected
Basic completeness check passed
All pre-approval related docs collected
Then you notify the Operations Manager that the file is ready for analysis.

4. Conditions Tracking
You maintain the conditions tracker (Google Sheet or CRM) and update it daily. Every condition has one of three statuses: Pending, Requested, or Received. The Operations Manager reviews conditions and tells you what to collect. You request, track, and follow up.

Reporting Structure and Communication
Reports to: Operations Manager (Pre-Underwriter)
Communication tools: Zoom (live presence and meetings), Email (client and lender comms), WhatsApp (internal team and urgent client touch)
Internal response time during work hours: Within 2 minutes — Zoom is monitored continuously and you are available immediately for support
Flexibility: Priorities shift throughout the day. Adapting quickly to new urgent files and changing requests is a core skill of this role, not an exception.

How Performance Is Measured
We measure work, not effort. You will know exactly where you stand at the end of every day, every week, and at day 90.
Daily Tracker (you fill out at end of day):

Metric
Daily Target
Active files reviewed
100% of active pipeline
Missing-doc follow-ups sent
1 touch per outstanding item per day
Docs received and filed correctly
100% same-day filing
Conditions tracker updated
100?curacy by EOD
CRM pipeline notes added
100% of active files
EOD summary sent
By 5:00 PM PST daily


Weekly Performance Metrics (reviewed Mondays):
Metric
Weekly Target
Doc collection cycle time
? 7 calendar days per file
Pre-approval handoff first-try completeness
? 90%
Conditions clearing speed
? 3 business days average
Stalled file contact attempts
2+ per week per file
Doc integrity (right doc, legible, current)
? 95?cepted on first review
Internal communication response time
? 2 minutes during work hours


90-Day Evaluation (gate to wage increase and continued employment):
At day 90, you must hit all six of these to continue and receive the wage increase:
Average doc collection cycle time ? 7 days across all files handled
Pre-approval handoff rework rate ? 10%
Zero missed conditions deadlines that caused a closing delay
100% on-camera attendance during scheduled hours (lunch excluded)
Two unsolicited positive client mentions OR one positive realtor-partner mention

Compensation and Career Growth
This is a long-term position with a defined wage progression. We are looking for someone we can grow with for years, not months. Your earnings increase as your skills, ownership, and contribution to the team expand.
Note: The metrics referenced below are examples of what we have seen drive success in this role historically. Actual performance expectations may differ. Specific, written metrics of success will be confirmed and provided to you prior to your start date, so you know exactly what you are working toward from day one.
Tier 1 — Starting Rate: $7.50 USD per hour
Days 1 through 90. The ramp and trial period. You are learning our systems, our team, and our standards while contributing on every active file.
Tier 2 — Established Rate: $8.00 USD per hour
Granted upon successful completion of the 90-day evaluation (criteria listed above in the Performance section). This is the "you have proven you can do the job consistently" raise. From day 91 forward.
Tier 3 — Senior Loan Partner Rate: $9.00 USD per hour
Earned through demonstrating skills beyond core processing — leadership, ownership, and process improvement. To reach Tier 3, you must hit ALL of the following for two consecutive months:

Full pipeline ownership: Manages 100% of conditions, submissions, and pipeline updates for the active 3–5 loan pipeline without prompting
Zero missing docs at handoff: When a file is passed off for pre-approval, it greenlights from the Operations Manager on the first review — no missing docs, no rework
? 90% of files passed to Operations Manager rated "Green" on the internal file status tracker (Green = complete on first pass; Yellow = minor items missing; Red = sent back for rework)
Has received at least one positive feedback via text, email, or verbal communication from a realtor partner, transaction coordinator, or title tea ---------- mber — conveyed to the Loan Officer
Has identified and implemented at least one documented process improvement that saved time or reduced errors
Operates with minimal direction — proactively flags issues, surfaces solutions, and runs the daily workflow without prompting
Typical time to reach Tier 3: 6 to 12 months for a strong hire. This is not automatic — it is earned by demonstrating you have grown into more than the starting role.

Other Terms
Hours: Full-time, 35 paid hours per week (9am–5pm PST with 1 hour unpaid break)
Pay cycle: Every two weeks
Payroll process: You submit a bi-weekly invoice with a daily activity log. Each day's entry must include start time, end time, break option taken (1 hour OR two 30-min blocks), total paid hours, and a brief activity summary. Template provided.
Approximate monthly earnings (full-time): $1,137 USD at Tier 1, $1,213 at Tier 2, $1,365 at Tier 3

How to Apply
Send your application to: ----------
Subject line: Loan Partner Application — [Your Full Name]
In your message, include:
Your full name and current city in the Philippines
Confirmation that you can work 9:00 AM – 5:00 PM PST (midnight to 8 AM Manila) Monday through Friday
Your current employment status (employed, between roles, recently laid off, etc.) and the earliest date you could start. Note: start date must be within 7 calendar days of offer.
Explicit confirmation that you are not currently working for, and will not work for, any other Loan Officer, mortgage broker, real estate professional, or US-based client while employed with Mindful Lending
A summary of your mortgage processing experience: which broker channel(s), which lenders, how many years, what types of files (W2, self-employed, Non-QM)
Which of the required tools you have used (Google Workspace, BNTouch, Lending Pad, Homebot)
Your two professional references (name, phone, email, and your relationship to each)
A 1–2 minute Loom or video introduction in English explaining why you are a fit for this role
Applications missing any of the above will not be reviewed. We are looking for someone who reads instructions carefully and follows them — that is the job.

A Final Note
Mindful Lending is built on four values: compassion, selflessness, courage, and integrity. We treat our team the way we treat our clients — with respect, clarity, and a real commitment to your growth. If you are looking for a long-term home where your work matters and your accuracy is the difference between a family closing on time or not, apply.
We will respond to qualified applicants within 5 business days.