Mortgage broking ✦ Settlements ✦ Dedicated
Settlements
coordinator
Conditions cleared, valuations chased, loan documents tracked to signing and settlement dates confirmed with every party — the stretch where deals go quiet and clients get nervous.
Looking for this kind of work yourself? Apply at staffingsolutions.ph — this page is written for businesses hiring.
$14/hrFrom, + GST · full-time
Up to 70%Vs. a local hire
Post-approvalNothing goes quiet
~2 wksBrief → first day
Approval is not settlement, and clients cannot tell the difference
The period between conditional approval and settlement is where broker reputation is made or lost. Conditions need clearing, a valuation needs chasing, documents need signing and returning, and four parties need to agree on a date.
Brokers are usually back in front of new clients by then, so the file goes quiet. The client, who is buying a house, does not experience quiet as progress.
A dedicated coordinator owns that stretch: chasing everything daily and updating the client on a schedule so nobody has to ask.
What they coordinate
- Condition clearing — Every approval condition tracked and cleared with the lender, with nothing waiting on an unread email.
- Valuation follow-up — Ordered, chased, and escalated when it stalls — one of the most common silent delays.
- Loan document tracking — Documents chased from lender to client to signing to return, with each step confirmed.
- Party coordination — Conveyancer, agent, lender and client aligned on dates and requirements.
- Client updates — A scheduled update whether or not there is news, which is what stops the anxious phone calls.
- Settlement booking — Dates confirmed, requirements verified and the file checked complete before the day.
- Post-settlement admin — Confirmations sent, files closed properly, and review dates set for the client's next conversation.
The credit advice line
Coordination travels. Regulated advice and anything requiring the licensed broker's judgement does not.
- Credit adviceNever. Product, structure and suitability stay with the broker.
- Renegotiating with lendersEscalating a stalled file is fine; negotiating a policy exception is the broker's.
- Advising on settlement riskFacts to the client, judgement from the broker.
- Trust or client fundsNo involvement with money movement.
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Questions
Frequently asked
Do we need both a processor and a settlements coordinator?
Not at first — a single processor usually covers both for a broker writing moderate volume. The split makes sense once volume means the post-approval work is being deprioritised in favour of new submissions, which is exactly when clients start complaining.
How do clients react to scheduled updates?
It is the single most commented-on improvement brokers report. Clients do not need good news every week; they need to know somebody is holding the file.
Can they chase our conveyancers and agents?
Yes, and consistent chasing from a named coordinator works better than intermittent chasing from a busy broker. Introduce them to your regular referral partners so it lands as your team.
How much does it cost?
From $14/hr + GST full-time — up to 70% less than a local hire, with no placement fee. Run your numbers →
Full-time, part-time or fewer hours?
Forty hours a week is our standard engagement and twenty is common. Below that we look at fifteen, ten or even five hours to get a role started, priced accordingly — a smaller engagement costs a little more per hour because the recruiting and management effort is the same. Plenty of clients begin at ten hours and grow the role once they see what comes off their desk.
Is there a minimum term?
Three months, then month to month. It's the same runway you'd give a new local hire to learn your systems, your clients and your standards — and the team members who get a fair run are the ones who stay for years. There are no exit penalties at any point, and if the issue is the person rather than the role, the first-week refund and free replacement cover that separately.
How do you handle confidentiality?
The same way you'd treat any remote team member. Every placement signs an NDA and a confidentiality clause before day one, and they work inside your systems — your email, your CRM, your file storage — so you control what they can see and can revoke access instantly. No client data is stored on our side.