Admin Assistant VA

Job Title: Admin Assistant (Virtual Assistant) CRM Operations

Company: Financial Services
System Used: BASE44 CRM
Work Setup: Remote / Virtual Assistant

Job Summary

We are seeking a highly organized and detail-oriented Admin Assistant (VA) to support daily operations using BASE44 CRM. The role focuses on maintaining data integrity structured file management and submission-ready client records aligned with lender requirements.

The ideal candidate has strong administrative skills high accuracy and experience handling CRM systems document management and operational workflows.

Key Responsibilities

1. CRM Management (BASE44)

• Create and update client records in BASE44 CRM

• Ensure all contact details match legal documents (ID verification)

• Set up and manage deals with correct naming conventions

• Input accurate loan details (loan purpose amount property value LVR)

• Maintain and update all required custom fields:

  • Loan objectives

  • Employment type

  • Income and liabilities

  • Living expenses

2. Document & File Management

• Organize and maintain structured cloud folders:

  • ID & Privacy

  • Income

  • Liabilities

  • Assets

  • Loan Docs

  • Supporting Documents

  • Submission / Approval / Settlement / Compliance

• Apply proper file naming conventions (e.g. PayslipClientNameDate)

• Ensure all documents are:

  • Complete and legible

  • Correctly categorized

  • Free from duplicates

3. Task & Workflow Management

• Create and manage tasks for each client deal

• Track document collection progress

• Verify completeness of client financial information

• Update CRM notes and deal progress consistently

4. File Readiness & Quality Control

• Ensure all files are submission-ready by checking:

  • Complete CRM data

  • Verified income and liabilities

  • Clearly written loan objectives

  • Properly organized documents

5. Invoice Processing

• Prepare and issue invoices after submission or instruction

• Ensure invoice includes:

• Client name

• Property details

• Loan amount

• Save invoices in designated folders

• Update CRM notes accordingly

6. Daily Operations

• Morning: Create contacts and deals in CRM

• Midday: Clean and organize folders update CRM

• Afternoon: Prepare files for submission and raise invoices

7. Compliance & Escalation

• Escalate complex cases such as:

  • Self-employed clients

  • Trust or company structures

  • Credit issues

  • Missing or inconsistent documents

Key Performance Indicators (KPIs)

• CRM entries completed same day

• File clean-up completed within 24 hours

• 100% data accuracy

• Invoice issuance within 24 hours

Qualifications & Requirements

• Proven experience as a Virtual Assistant Admin Assistant or similar role

• Experience with CRM systems (BASE44 preferred others acceptable)

• Strong attention to detail and organizational skills

• Ability to manage multiple tasks and meet deadlines

• Proficient in Google Drive / cloud-based file management

• Good written and verbal communication skills

Preferred Skills

• Experience in mortgage broking or financial services

• Understanding of loan documentation and compliance requirements

• Familiarity with Australian lending processes

Key Competencies

• Accuracy and attention to detail

• Time management and accountability

• Confidentiality and data integrity

• Problem-solving and escalation awareness