Payout Coordinator, Mortgage

Job Summary

As a Mortgage Payout Coordinator, primary roles include tracking and handling information statements and payout/discharge requests for all mortgage files by preparing and following up on payout statements, handling payout funds, and the execution of Mortgage Discharge documents. The Mortgage Payout Officer will be required to work in a team to ensure all requests are followed up and processed in accordance with Olympia Trust Company guidelines.

This role requires a detail-oriented, analytical, person who can multitask, that deliver results in a dynamic and team-oriented environment. The Mortgage Payout Coordinator will process large volumes of information while maintaining a high level of accuracy.

Duties and Responsibilities

• Uphold the division and Olympia’s reputation and values, while promoting our motto “With Us, It’s Personal” in all interactions with employees, clients, and business associates.
• Act as a primary contact for any mortgage files that are in payout status.
• Communicate in a professional manner to all associated third parties via phone, email or in person.
• Respond to inquiries from clients and lawyers efficiently and professionally.
• Follow up with lawyers on mortgage payout status.
• Receive, prepare, and track all information/payout requests.
• Prepare legal mortgage documents for execution.
• Follow up directly with law firms to obtain discharge documents for execution when a mortgage is paid out or a special transaction occurs.  
• Track and update all follow up notes pertaining to each file.
• Support the Mortgage Documentation Coordinator with tasks as required.
• Assist with special projects when necessary.
• Work cooperatively within the team to achieve common goals.
• Flexible to perform various assigned tasks as requested by management and executives.

Competencies

• Connection - We build long-term relationships by collaborating with our clients and industry participants.
• Accountability - We are a trusted business partner operating with transparency and integrity.
• Innovation - We leverage technology to continuously improve how we serve our customers.
• Demonstrates flexibility and resilience in response to constraints, failures, and adversity and adjusts priorities to multiple demands and unanticipated events.
• Proven ability to work in a fast-paced, dynamic environment, while delivering a high level of client service and consistently meeting deadlines.
• Efficiency in returning calls and emails with accurate and articulate information.
• Must have the ability to maintain professionalism in all situations with the desire to engage and quickly connect with clients.
• Confidence and strong personal credibility when establishing personal relationships and working with sophisticated clients.
• High attention to detail and the ability to uncover needs that are not articulated or clearly expressed by a client.

Formal education and experience

• High school Diploma is required.
• Diploma in Business Administration or a related field of study is an asset.
• Bachelor’s degree in management, Economics or a related field of study is an asset.
• 1 - 3 years in a Mortgage or Real Estate role is required.
• 1 - 3 years of administrative experience.
• 1 - 3 Years of Customer Service experience is preferred.
• 1 – 3 Years of data entry and/or processing experience is preferred.

Specialized skills or knowledge

• Requires a beginner-level understanding of the Anti-Money Laundering (AML) policies and procedures.
• Intermediate level with Outlook and Microsoft Office products and Internet application
• Strong communication skills to liaise with customers and teams.
• Bilingual in French and English communication both written and spoken is an asset.
• Successful completion of a Criminal Background check is required.

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