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Nida Urooj
Virtual Assistance & Operations

Mortgage Virtual Assistant

Loan file chasing, document collection and pipeline status updates so your files close faster.

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Flat lay illustrating Mortgage Virtual Assistant - a virtual assistant desk: weekly planner with handwritten tasks, sticky flags, envelopes.
Flat lay illustrating Mortgage Virtual Assistant - a virtual assistant desk: weekly planner with handwritten tasks, sticky flags, envelopes.

Who this is for

  • Loan officers with more files than admin hours
  • Mortgage brokers without a processor's assistant
  • Small brokerages scaling volume
  • Teams losing referrals to slow follow-up

Problems solved

  • - Borrowers sit on document requests for days
  • - Conditions are chased inconsistently
  • - Referral partners hear nothing for weeks
  • - CRM does not reflect real file status

What I handle

Document request and collection follow-up with borrowers
Conditions tracking against each file
Borrower status update cadence
Referral partner touchpoint program
CRM pipeline hygiene and stage accuracy
Rate-sheet and marketing email coordination

Deliverables

  • ✓ File tracker with outstanding items per borrower
  • ✓ Borrower update cadence in writing
  • ✓ Referral partner touch log
  • ✓ Weekly pipeline status report

Tools

Encompass / Arive portalsHubSpotGoogle WorkspaceDocuSignCalendly

Process

  1. 01
    Map the pipeline

    Every live file, stage, and outstanding condition in one tracker.

  2. 02
    Set cadences

    Borrower, partner and internal update rhythms agreed and written down.

  3. 03
    Chase daily

    Documents and conditions pursued until cleared or escalated.

  4. 04
    Report weekly

    Status, aging files and blockers surfaced to you.

Example workflows

  • - Day 1 document request, day 2 reminder, day 4 call script, day 6 escalation
  • - Weekly borrower status email so nobody calls asking what is happening
  • - Monthly referral partner touch with a reason to reply

KPIs I track

Days to full document setConditions cleared per weekFile agingReferral partner reply rate

Frequently asked

Do you give mortgage advice?

No. I never advise on products, rates or eligibility. That stays with you as the licensed professional.

Can you access our LOS?

Yes, at whatever read or task-level permission your compliance team approves.

How do you handle borrower data?

Least-privilege access, no documents stored outside your systems, and no sharing over unapproved channels.

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Hire a Virtual Assistant

Hire one senior remote assistant who owns your admin, inbox, CRM and follow-up instead of a rotating pool.

Ready to hand this off?

Tell me a little about your team and this workstream - I'll come back with fit and a starting plan.

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