PA/Mortgage Administrator

This is a mortgage administration role and personal assistant support to the Director.

The role is ideal for someone who thrives in a fast-paced, high-trust environment, enjoys variety, and can seamlessly switch between structured administrative work and dynamic executive support. You’ll be a key internal team member - keeping clients well cared for, systems running smoothly, and the Director organised, focused, and one step ahead.

The successful candidate will be confident working under fluctuating time pressures, have exceptional interpersonal skills, a sense of humour, and be a natural forward planner who sees opportunities to help improve processes, and problem solver.

There is flexibility to shape the role around the strengths of the right person, with room to grow in responsibility and influence.

Key Responsibilities

  1. Mortgage Account & Loan Administration

Mortgage Refixing

  • Proactively manage the client database, contacting clients ahead of refix dates and coordinating options with advisers.
  • Review upcoming rate expiries and prepare refix documentation.
  • Present available rate options, ensure selections are received, processed, and confirmed accurately.
  • Generate and issue refix letters and disclosures within required timeframes.
  • Update loan systems with new rates, terms, and repayment schedules.
  • Ensure compliance and regulatory requirements are met throughout the refix process.

Customer Service & Communication

  • Deliver a warm, professional, and proactive client experience via phone, email, and in-person interactions.
  • Respond to client queries regarding mortgage accounts, repayments, rates, and loan structures.
  • Coordinate settlement gifts, cards, and personal touches to strengthen long-term client relationships.
  • Escalate complex or sensitive matters appropriately.

Loan Applications & Variations (depending on experience)

  • Review and assess client documentation with precision; liaise with clients to obtain additional information where required.
  • Prepare clear, well-structured application notes to support adviser submissions.
  • Liaise with lenders, credit teams, advisers, and branch contacts to ensure timely approvals.
  • Generate contracts, variation documents, settlement instructions, and consent forms.
  • Maintain accurate records for audit, compliance, and future reference.
  1. Personal Assistant to the Director
  • Act as a trusted right-hand support to the Director, helping manage priorities, time, and workload.
  • Proactively manage the Director’s inbox, correspondence, and follow-ups, ensuring nothing important slips through.
  • Assist with diary management, meeting preparation, reminders, and task coordination.
  • Anticipate upcoming pressure points and help plan ahead to smooth busy periods.
  • Prepare documents, summaries, and information to support decision-making.
  • Assist with internal coordination across the team to keep work flowing efficiently.
  • Identify opportunities to improve systems, workflows, and communication, and help implement practical solutions.
  • Handle ad hoc tasks and projects as required in a fast-moving environment.
  1. Administrative, Systems & Process Support
  • Maintain accurate data across CRM and loan systems.
  • Prepare reports on refix pipelines, workload, and operational metrics.
  • Support compliance checks, audits, and quality assurance processes.
  • Review and update procedures to improve efficiency and client experience.
  • Assist with system implementation, documentation, and training guides.
  1. Marketing & Communications Support (Secondary and depending on experience)
  • Assist with social media content and responses across Facebook, Instagram, and LinkedIn as required.
  • Contribute to newsletters and client communications aligned with key financial announcements.

Key Skills & Competencies

  • Exceptional organisation and time management in a deadline-driven environment
  • Strong attention to detail with the ability to and see the bigger picture
  • Excellent written and verbal communication skills
  • Ability to manage competing priorities and rapidly changing workloads
  • Forward-thinking mindset with a natural ability to spot improvements
  • High emotional intelligence, professionalism, and discretion
  • Confident working independently and as part of a small, close-knit team
  • Calm, adaptable, and solutions-focused under pressure

Qualifications & Experience

  • Previous experience in administration, account management, executive support, or personal assistant roles.
  • Experience in lending administration, mortgage processing, or financial services is strongly preferred but not essential.
  • Demonstrated experience supporting a senior leader or business owner, particularly in a fast-paced or entrepreneurial environment.
  • Proven ability to work with diverse working styles and personalities, adjusting communication and support style as needed.
  • Strong systems aptitude, with confidence learning new platforms, processes, and workflows quickly.
  • Level 5 Certificate in Residential Lending is advantageous but not required.
  • Intermediate proficiency in computer systems including Microsoft Outlook, Word, Excel.

Personal Attributes

  • Trustworthy, reliable, and accountable
  • Adaptable with a positive, can-do attitude
  • Comfortable working in a demanding, fast-paced environment
  • Proactive, curious, and improvement-focused
  • Approachable, personable, and brings a sense of humour to the workplace
  • High integrity and respect for confidentiality

Send your CV and cover letter to: recruitment@direction.co.nz

Or to have confidential conversation call Paula on: 021911685

All applicants must have legal working rights to live and work in New Zealand, either as NZ resident, or by having a valid NZ Work visa.
Due to NZ Immigration requirements, we will not be able to support visa applications for this role.

Job Type
Full-Time Regular
Location
Whangarei