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Bookkeeper/mortgage Administrator
3 months ago
**About us**
CapGap Mortgage Trust is a mutual fund trust (MFT) that was formally launched March 23rd, 2023. It is an exempt market security that enables investors to purchase units in 1 or more of our 3 unit classes that provides mortgage funding for borrowers, secured against residential and multi-family commercial properties. Through our corporation, CapGap Management Services Inc., we provide administration support for mortgages submitted by licensed mortgage agents and registered brokerages.
The incumbent must have a strong ability to learn quickly, is independent and has a desire and the ability to provide an exceptional and consistently positive experience for our real estate lawyers, accountants, and exempt market dealer as well as investors, borrowers, and co-workers.
**This role is for you if**:
You are highly organized, detail-oriented and committed to following procedures carefully to ensure accuracy and that major lending transactions are processed smoothly
- Previous experience in accounting and/or office administration with bookkeeping duties is required
- Prior experience with bank account management and reconciliation tasks
- Proficient with Quickbooks/Sage, Microsoft Office, including Excel, Word
- Previous mortgage administration experience within the Mortgage, Financial Services/Exempt Market Securities industries an asset
- Knowledge working with Mortgage Automator is helpful
- A passion for real estate and administration
- Ability to prioritize processing of time sensitive transactions in an environment of tight turnaround times
- Exceptional organizational skills; excellent at time management and planning
- A customer-focus mindset and team player
- Accuracy and attention to detail
- A commitment to learning and development is required.
- Experience in a legal office is helpful
- Communicate professionally in all verbal and written communications
- A valid driver's license and access to a vehicle is required for on-site work
**Key Responsibilities**:
**BOOKKEEPING**:
- Maintaining precise and current records of mortgage transactions using software such as Mortgage Automator, Quickbooks/Sage and Excel.
- Keep financial records and establish, maintain and balance/reconcile various accounts using manual and computerized bookkeeping systems
- Maintain general ledgers and financial statements; prepare trial balance of books
- Processing of debit/credit transfers for mortgage payments, funding mortgages
- Prepare and post internal entries for funding and oversees posting of mortgages and loans
- Processing of invoices/accounts payables
- Liase with Accountant, preparing required documents
- Prepare other statistical, financial, and accounting reports
**MORTGAGE ADMINISTRATION**:
- The Administrator performs a variety of administrative functions associated with the opening and maintenance of mortgage loan files, including the collection and preparation of documentation for underwriting and compliance review as per company guidelines and policies
- Follows up on pending mortgages files to ensure solicitor and outstanding items have been received
- Reviews conditions and details in documentation to ensure proper information and rates have been applied
- Manages renewal agreements and ensuring the timely collection of renewal fees.
- Prepares loan maturing reports and processes renewal letters
- Prepares and processes discharge statements
- Maintain daily tracking systems for expiry and renewal dates of insurance, mortgages, loan registry and loan related licenses; maintain filing systems of loan materials and records.
- Work with Mortgage Automator in setup of new mortgages, calculating distributions and DRIP
- Work with fund trustees, exempt market dealers, trust companies, mortgage brokers, agents, to ensure timely MFT funding closes
- Handle fund inquiries received by investors, borrowers, exempt market dealer(s) regarding fund-related loan transactions
- Other office and administration duties/tasks as needed
**Qualifications**
- Core role competencies:_
- QuickBooks/Sage: 1 year (preferred)
- Bookkeeping: 1 year (preferred)
- Bookkeeping experience or similar course completion; a specialization in mortgages being highly preferred
- Demonstrated ability to work collaboratively and interdependently with other roles to ensure member needs are delivered in a seamless manner
- Strong accounting, math and analytical skills
- Sound judgement capabilities
- Ability to work independently, and self-manage work time and priorities
- Strong attention to detail and organizational skills
- Ability to meet tight deadlines
- Superior oral and written communication skills
- Team oriented with customer service mentality
- Proficient with MS Outlook, MS Word, MS Excel
- Basic knowledge of retail lending and mortgage administration processes
- Knowledge of retail deposit products and administration are an asset ( i.e. RRSP, TFSA, RRIF, GIC)
- Ability to adhere to professional, regulatory and industry
