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As a mortgage loan officer, you have a lot of responsibilities and wear many hats. Your role as an intermediary between mortgage borrowers and lenders requires a lot of behind-the-scenes work that many people don’t realize is even occurring. There are so many moving pieces involved in negotiating deals, ensuring everything is in compliance, and sharing your expertise.

However, do you have to do everything? To properly scale your business, one of the first things you must recognize is that you can’t do everything yourself. Your time should primarily be reserved for what you can do, such as the core services in your business that lead to revenue generation.

Therefore, if you’re ready to hand off some of your to-dos to someone else, consider a mortgage virtual assistant.

First, What Is A Mortgage Virtual Assistant?

In a nutshell, a mortgage virtual assistant is a self-employed professional who assists someone virtually. In the past, they primarily helped businesses with administrative tasks, but thanks to advances in technology, they can do so much more than that.

Because virtual assistants are usually independent contractors, they’re responsible for handling their own taxes, benefits, workspace, and equipment.

VAs are Fractional Service Providers

We like to think of virtual assistants as fractional service providers. Fractional service providers are experts who offer their services to multiple clients on a part-time or as-needed basis. In other words, you could get mortgage virtual assistant services without hiring someone full-time. By hiring an expert, you’ll get quality services without the steep employee price tag. Virtual assistants make it easier to generate more revenue without also significantly increasing costs.

Below, we’ll dive deeper into what they can do so you can start considering if a remote mortgage assistant makes sense for you.

Virtual staff member for mortgage lenders

Why Hire A Mortgage Virtual Assistant?

Handling repetitive tasks

Aren’t really sure why a virtual assistant for mortgage lenders would be beneficial to your business? Well, not to worry! We’ve got some suggestions for you.

They Help You Refocus On Your Business Goals

If you’re currently wearing a bunch of hats in your business, you likely find it difficult to prioritize tasks that are aligned with business growth. For instance, while handling administrative duties is important, it takes you away from your core responsibilities.

Having a virtual assistant can help you pivot your attention to the more important to-dos associated with the mortgage process. Let your mortgage VA take care of the repetitive tasks while you complete the high-level mortgage-related tasks.

A VA Can Streamline Your Mortgage Operations

Highly skilled virtual assistants can find ways to simplify your daily tasks. As a business owner, you’re probably used to doing things a certain way, but that may not necessarily be the fastest way. They can suggest specialized tools and techniques that can help you save money and save time.

A Mortgage VA Can Also Help Your Employees

If you have employees, utilizing mortgage virtual assistant services could be a game-changer. Oftentimes, employees get bogged down with responsibilities that aren’t actually in their job description.

When this occurs, it drives down efficiency and productivity in mortgage companies. You want your employees to complete the tasks they were hired to do, as those are likely the things they’re good at.

A solid VA can take on some of their time-consuming duties so your employees can manage the core responsibilities mentioned in their job description. Leveraging your employees and virtual staff will put you on the road to enhancing productivity.

Flexible

Mortgage virtual assistants only work when you need them to. So, if some months are busier than others, they can adjust. In addition, if you need assistance after hours or during the weekends, that may also be possible.

Efficient Process

We match our clients to top-tier U.S.-based Mortgage Virtual Assistants with the specialized skills required to complete the tasks you need help with most. As a result, they are less likely to waste time or money when handling to-dos.

Cost Effective

Mortgage Virtual Assistants are responsible for paying their own taxes, benefits, and computer equipment, allowing business owners to save more than they would with in-house employees.

What Tasks Can A Mortgage Virtual Assistant Do?

The real question is, what canโ€™t mortgage virtual assistants do?

Mortgage VAs can play a crucial role in your real estate business by taking on numerous tedious tasks that you don’t have time for. From administrative tasks and client management to personal to-dos, like lifestyle assistance. We’ll discuss in-depth what the best mortgage virtual assistant can do for you.

A Mortgage Broker Virtual Assistant Can Do Administrative Tasks

As a mortgage broker, it’s important to get all the details right when helping buyers secure their mortgages. Hundreds of details go into any successful deal, and mistakes in these details can be incredibly costly.

Many mortgage brokers and loan officers don’t have the time or energy to focus on these nitty-gritty details. This is where a skilled administrative virtual assistant for the mortgage industry can be invaluable.

Mortgage virtual assistants can:

Providing valuable assistance to real estate professionals
  • Perform data entry, such as entering relevant data about new loan files
  • Prepare documents, especially the required documents that need to be submitted for the loan application
  • Help with lead generation
  • Organize digital files so that they are easily accessible
  • Aid with the recruitment process
  • Create and/or send the Uniform Residential Loan Application (Form 1003)
  • Make travel arrangements
  • Research mortgage industry trends and compliance standards
  • Assist with calendar management and scheduling
  • Collect all supporting documents to clear underwriting conditions
  • Process and index electronically received files for underwriting
  • Coordinate escrow services
  • Process background check of potential borrowers
  • Ensure everything is prepared for loan processing
  • Assist with any administrative duties needed following loan approval
  • Bookkeeping assistance
  • Manage the CRM (customer relationship management) to ensure all information is organized and up-to-date
  • And more!

A Mortgage Broker Virtual Assistant Can Assist With Customer Support

A house is most people’s biggest investment. Therefore, not surprisingly, this purchase is loaded with stress, and many buyers (especially first-time ones) need significant support and hand-holding through the buying process.ย In addition, other stakeholders in the process may need certain information to close the deal.

These customer support tasks can eat up a mortgage broker’s time. Fortunately, a great customer service virtual assistant can pick up the slack and develop trusting relationships with buyers, lenders, and more.

Mortgage virtual assistants can:

  • Provide timely communication to all parties
  • Follow-up on emails, text messages, and voicemails
  • Communicate with clients, real estate agents, mortgage lenders, and loan processors throughout the mortgage loan process
  • Check emails and reply to them in a timely manner
  • Make outbound calls to potential borrowers
  • Handle customer complaints
  • Let borrowers know about the status of their file
  • Reach out to prospective customers who have inquired about your products and services
Mortgage VA speaking with real estate stakeholders

A Mortgage Virtual Assistant Can Do Social Media Management

A quick scan through Instagram, Facebook, and TikTok shows that many of the most successful mortgage brokers use social media platforms to find buyers.ย Unfortunately, most mortgage brokers do not have the time or energy to pump out attention-getting content on a daily or even weekly basis. Even if they can carve out the time, they simply may lack skills in this area.

Providing professional help with social media

A good social media virtual assistant for mortgage brokers can help you build your online presence and more effectively market via email and social media.

However, to do this well, the mortgage virtual assistant must:

  • Understand the different social media platforms and the different audiences that they attract. A TikTok user looks different than a LinkedIn user
  • Be creative and know how to draft compelling content
  • Have enough knowledge about what mortgage brokers do so that the content is accurate

Some of the social media duties a virtual assistant for mortgage loan officers can do include:

  • Create a social media strategy
  • Research trendy content
  • Come up with key performance indicators, like follower count, etc.
  • Direct you on what type of content to capture for social media management
  • Use Canva, Photoshop, or another tool to design graphics and videos
  • Schedule your content calendar
  • Conduct hashtag research
  • Help with Facebook group moderation
  • Monitor the analytics and make adjustments as necessary
  • Reply to comments and direct messages that come in
  • And so much more!
Mortgage VA thinking of social media method to boost lead generation

A Mortgage Virtual Assistant Can Help With Email Marketing

Did you know that more than 50% of consumers say that email marketing is their preferred digital channel for communication? This is huge, as individuals are becoming more and more comfortable with receiving brand communications in their inboxes. Email marketing can help nurture leads and turn them into paying clients, so imagine how much money you could be leaving on the table by NOT doing it.

At the same time, we know that adding email marketing to your already busy to-do list might not be possible. Fortunately, this is where a mortgage virtual assistant can step in.

Some of the to-dos an email marketing virtual assistant for mortgage brokers can do include:

  • Prepare campaign content by obtaining the copy, finding images, creating graphics, and more
  • Schedule the content to send weekly, biweekly, monthly, or whatever frequency you choose
  • Evaluate the results to check for the open rate, clickthrough rate, and more
  • Make sure that email templates look good across all mediums
  • Follow email best practices to avoid being flagged as spam
  • Upload email addresses, names, and other details
  • Set up automated emails
  • Segment subscriber list based on subscriber behavior
  • And more!
Using email to educate new leads on loan processing

Mortgage Virtual Assistants Can Provide Technical Assistance

The technical parts of being a mortgage broker can be incredibly time-consuming. These tasks also tend to be mundane and not exciting for many brokers. No one wants to be bored in the office. After all, we all prefer to do things that bring us joy. This is simply human nature.

A mortgage virtual assistant with tech skills can step in and help you complete these less-than-fun tasks, such as:

Loan officer assistant doing tech tasks
  • Tweaking your website and adding new content to it
  • Setting up and managing a CRM (customer relationship management) tool such as Dubsado, Honeybook, SalesForce, etc.
  • Creating landing and sales pages
  • Identifying specialized tools that can help cut costs and boost time management
  • Assisting with integrations that can help you automate various tasks
  • Setting up a teaching platform like Teachable, Thinkific, Kajabi, etc., so you can seamlessly launch your online course
  • And more!

Mortgage Virtual Assistants Can Aid With Personal Tasks, Too

Virtual assistant services aren’t just limited to business tasks. Virtual assistants can help with your personal affairs as well. Consider the following:

  • Find housekeepers, personal chefs, landscapers, and other vendors for the household
  • Online shopping for birthdays and anniversaries
  • Schedule doctor appointments
  • Research child care, pet care, and senior care options
  • Help plan vacations
  • Arrange grocery delivery
  • Manage family calendar
  • And more!
Hiring a VA for lifestyle management duties

What Qualities Do Great Mortgage Virtual Assistants Have?

Here’s what we think you should look for in mortgage virtual assistants.

Real estate VA discussing data entry

Excellent communication skills

The best virtual assistants know how to provide professional and timely communication via text, call, video, or email.

Superb time management

Virtual assistants should be skilled in planning and controlling their time so they can successfully complete daily tasks.

Detail-oriented

Mortgage virtual assistants should be as thorough as possible, as the details matter when managing loan applications and more.

Reliable

It’s important that you can count on your mortgage virtual assistant. For instance, if you assign something to their to-do list, you know it’s getting done.

Confidential/Private

Your business is your business. Our remote mortgage assistants know how to handle confidential information.

How Can I Prepare for a Mortgage Virtual Assistant?

Before incorporating mortgage virtual assistant services, some preparation is required. Here’s what we recommend before hiring:

  • Make a list of tasks youโ€™d like them to complete.
  • Create instructions if you want them to do tasks a certain way
  • Determine their availability
  • Generate a list of tools/software theyโ€™ll need access to
  • Decide on budget
  • Confirm if you want virtual staff overseas or talent based in the U.S.
  • Schedule a discovery call with Imperative Concierge Services
U.S.-based virtual staff

When is the Best Time to Hire a Mortgage Virtual Assistant?

Mortgage virtual assistant

If you’re currently wondering when you should begin hiring virtual assistants, the answer is probably now. We’ve been in business 8 years, and we believe you should consider hiring when:

  • You don’t know how to complete a task on your to-do list
  • You’re unsure how to use certain tools that could propel your business forward
  • There’s little time to focus on your business owner duties
  • You’re experiencing burnout
  • You don’t like performing specific tasks and avoid them
  • You’re about to start a new project
  • The business is in a slower season, but you’re ready to scale

Ready to Find Your Ideal Mortgage Virtual Assistant?

Since 2015, we’ve helped numerous entrepreneurs and busy professionals just like you. From solopreneurs who need assistance once a month to large companies that require support daily, we’re able to accommodate our clients’ needs. We understand that outsourcing isn’t easy, which is why we help you not only find the right mortgage virtual assistant but also co-manage them along your journey. With 8+ years of industry experience under our belts, we’re prepared to help mortgage loan officers scale their businesses and serve more clients.

Mortgage VA enhancing productivity

Book A Discovery Call Today

Real Estate VA offer quality work at reduced costs

We’ve provided several examples of ways a mortgage virtual assistant can help a loan officer, but that’s just scratching the surface. The best way to find out how they can help you is by listing things you don’t like to do or aren’t good at and identifying tasks that have to be done but not necessarily by you.

From there, you should schedule a discovery call with the leading provider of top-tier U.S.-based virtual assistants. We can help you hire a virtual assistant to help you scale your mortgage business.