We are hiring a high-accountability, detail-driven professional to serve as the right hand to a top-producing mortgage loan officer in Framingham, MA. This is not a traditional administrative role. It is a hybrid Loan Officer Assistant and Executive Assistant position with full ownership of the client journey from initial lead through closing. You will take meeting summaries and run with them, drive files forward, communicate directly with clients and referral partners, work on loan conditions ahead of the processing team, and proactively manage the Loan Officer's day. The right person will earn full trust to operate independently, sending client and partner communications without review, owning the calendar, ensuring nothing falls through the cracks.
RESPONSIBILITIES 1.
File Ownership & Client Journey (Primary Focus) Take meeting and call summaries (generated by AI tools or the Loan Officer's voice notes) and own the next steps: contact the client, gather missing information, complete the loan application, request documentation, and drive the file toward submission. Communicate directly and professionally with clients in fluent English and Portuguese, both written and verbal, without requiring Loan Officer review once trust is established. Review newly approved files immediately upon receipt; identify conditions and work on them with the client to resolve them faster than the processing team alone could. Maintain weekly progress updates to clients on every active file. Proactively flag problem files, missing documents, and at-risk timelines to the Loan Officer before they become emergencies. Ensure no client ever falls through the cracks. 2. Calendar, Inbox & Loan Officer Management Protect, manage, and own the Loan Officer's calendar: schedule, confirm, and prepare for all client and referral-partner meetings with agendas and document checklists. Serve as the point of contact for realtors and clients to schedule appointments — the Loan Officer should not be coordinating his own calendar. Manage the Loan Officer's inbox: triage, draft replies, and surface high-priority items. Manage up : tell the Loan Officer what needs attention today, prompt him to review approvals and problem files, making sure he never drops the ball on a client or partner. Review CRM task list daily, converting tasks into calendar blocks to keep the day on track. 3. Lead Nurturing & Pipeline Conversion Own the lead pipeline: pursue new leads, set appointments, and nurture prospects until they are ready to move forward. Follow up consistently and persistently — no lead goes cold without a documented reason. Maintain clean, current CRM records for every contact, lead, and active file. 4. Realtor & Referral Partner Communication Deliver weekly progress updates to referral partners (mostly realtors) on every file originating from them — wins, blockers, and projected timelines. Be the day-to-day point of contact realtors trust to get answers, diminishing the need of access to the Loan Officer. 5. Marketing Coordination Coordinate (not create) marketing activities: schedule video shoots, coordinate topics and messaging with the content creator (human or AI), and keep the marketing calendar moving. Build and manage sales funnels across Facebook, Instagram, and TikTok in partnership with the content creator.
Own social media interaction:
respond to DMs, follow up with inbound leads, and nurture prospects through DMs and comments. This cannot be left unattended. 6. Past Client & Database Management Run monthly scrubs of past client loan files to identify refinance opportunities.
Coordinate client touch-points:
birthdays, loan anniversaries, post-closing gifts, surveys. 7. Executive Personal Support (Limited) Keep the Loan Officer caffeinated. Occasional Loan Officer's personal errands as needed.
QUALIFICATIONS 1.
Languages Required:
Fully professional written and verbal fluency in both Portuguese and English. This is non-negotiable. Speech and writing must reflect an educated, professional standard.
Desired but not required:
Spanish fluency. 2.
Mortgage Experience Required:
Minimum 1 to 2 years of mortgage industry experience, ideally as a loan processor, loan officer assistant, or in a similar production-side role.
Must know mortgage documents:
what to request, what to do when a client cannot produce one, and how to read tax returns, W-2s, bank statements, and pay stubs to judge whether they are usable. Must speak the mortgage language fluently —
DTI, LTV, AUS
findings, conditions, closing disclosures, and so on. This is an unlicensed position. Licensing is not required and not expected. 3. Personality & Work Style We are specifically seeking a CD DISC profile (high C, secondary D): precise, accurate, process-driven, and assertive enough to make decisions, push back when needed, and drive files forward without waiting for permission. We are not looking for a high-S supportive profile. This role demands initiative, ownership, and the ability to manage up. Detail-obsessed. A single missed condition can kill a file. Comfortable telling the Loan Officer what needs to happen and when. Discretion and confidentiality in handling sensitive financial and personal information. Friendly, positive, and professional default behavior and appearance. 4. Technology Proficient with Mac OS, Google Workspace, Microsoft Office, WhatsApp, Facebook, Instagram, and cloud storage (Dropbox, Google Drive). Experience with Arive (LOS) and HubSpot (CRM) is a plus but not required; both can be learned quickly. Owns and uses an iPhone for work communication. Comfortable working with AI tools (such as Plaud, Chat GPT, Claude) for meeting summaries, drafting, and workflow. 5. Other Requirements High school diploma or equivalent required; further education welcomed but not required. Reliable transportation. Able to drive to and from work on time and run short errands during the workday. Demonstrated background of thriving in fast-paced, deadline-driven environments.
SCHEDULE
In office position, full-time, Monday through Friday. Office located in Framingham, MA. This position starts as 5 days in-office during training and ramp. Once proficiency and full ownership of the file workflow are demonstrated, Fridays may be worked remotely (in-office Monday through Thursday).
WHAT SUCCESS LOOKS LIKE IN THE FIRST 90 DAYS
By Day 30 — Trained and Embedded Fluent in ARIVE (LOS) and HubSpot (CRM); navigates both independently. Triages the inbox so only items needing the Loan Officer's attention reach him. Takes every AI-generated meeting summary and runs with it — completes the application, requests documents, drives the file. Has shadowed at least 5 client calls and 5 referral-partner conversations. Has been introduced to every active referral partner by email or in person. Owns the calendar — the Loan Officer is no longer scheduling his own meetings. Daily morning briefing with the Loan Officer is standard practice. Reviews every new approval with the Loan Officer and is learning condition-resolution patterns. By Day 60 — Driving with Oversight Drafts client and partner communications independently; corrections are rare and minor. Has owned 3+ active files end to end, with check-ins. Delivers a weekly written status report on every active file. Sends weekly progress updates to all referral partners without being reminded. Runs first-pass document review on incoming files: knows what is missing, what is usable, and what to push back on. Manages social media DMs and inbound leads — no message sits unanswered more than 24 hours. Runs and reads AUS findings and identifies most conditions without prompting. By Day 90 — Full Ownership Sends client and realtor emails directly, without Loan Officer review. Owns the lead pipeline end to end: pursues, nurtures, and sets appointments. Proactively flags problem files and at-risk timelines before the Loan Officer asks. Realtors go to her directly to schedule appointments and get routine updates; the Loan Officer remains the primary relationship owner. The Loan Officer can step away from the office without files stalling. Eligible for the Friday-remote schedule (in-office Monday through Thursday) based on demonstrated performance.
COMPENSATION
Base pay: $41,600-$54,000 annual income, depending on experience. Performance bonus based on loan volume closed, paid quarterly. Specifics discussed during the interview.
HOW TO APPLY
If you are a proactive mortgage professional who enjoys ownership, organization, client communication, and operational excellence, we encourage you to apply. Please submit your resume and cover letter for consideration to rod@mjmortgagecorp.com. In your cover letter, please briefly answer: Your current job title. Your mortgage industry background and experience, and the systems (CRM, LOS) you have worked with in the past.
