You did not get into mortgage advice to package applications and chase lenders for updates. But that is where the week goes. We are a New Zealand based admin team who already know loan writing, lender workflows and adviser CRMs, so you can hand the file work over and get back to advising, relationships and growing your business.
We understand the pace of the mortgage industry
Your Personal Assistant Ltd is a dedicated team supporting financial advisers across New Zealand. We understand the fast pace of the mortgage industry and the pressure advisers face to keep files moving while still delivering great client service.
Our mortgage admin support is designed to take the load off your shoulders. We step in smoothly, we work as an extension of your business rather than an outsourced service, and we value clear communication, confidentiality and consistency.
What we take off your desk
Every adviser works differently, so this is a starting point rather than a fixed menu. Most mortgage advisers begin by handing over the file work, then add more once they see the time come back.
- Loan writing and structuring support
- Packaging applications for lender submission
- Lender follow ups and condition management
- Professional stakeholder coordination with lawyers, accountants and real estate agents
- CRM and pipeline management, so your pipeline reflects reality
- Client communications and updates, including the “any news?” emails
- Collecting and chasing client documents, payslips, bank statements and IDs
- Booking client appointments and managing your diary
- Preparing compliance documentation and file notes
- Building the workflows and SOP manuals your business does not have yet
Ongoing client servicing
The work that keeps your existing book profitable is usually the first thing to slip when you are busy writing new business. We pick it up:
- Refixes
- Restructuring existing lending
- Top ups
Systems and tools we already know
Most of the cost of bringing on admin support is training. We cut that right down, because we already work in the tools you use every day.
CRM platforms
Trail, Salesforce, and many more.
Document management
Google Drive, OneDrive, Dropbox, Tresorit and SharePoint.
Communication and workflow
Microsoft, Google, Zoom, Trello, and many more.
You are getting a team, not a single person
This is the risk with hiring one virtual assistant on their own. They get sick, they take leave, they eventually move on, and you are back doing your own admin with no notice and no handover.
Because we are a team, your work is documented, your processes are written down, and another trained team member can step in when they need to. You get one consistent point of contact day to day, with the backup of a wider team behind them. Your files keep moving either way.
Why advisers use us rather than hiring
Hiring an admin person costs you a salary, PAYE, KiwiSaver, holiday pay, sick leave, equipment, and the weeks it takes before they are useful. Then you carry that cost through the quiet months too.
- You pay for the hours you use, not the hours someone sits at a desk
- No PAYE, no leave liability, no equipment, no recruitment
- Trained backup cover, so you are never stuck
- You can change your hours or cancel with one month’s notice
- We are New Zealand based, on New Zealand time, and your clients hear a New Zealand voice on the phone
How it starts
- A free 15 minute chat. No pitch. We work out whether this is a fit and roughly how many hours you would need.
- Handover session. We go through your processes, your systems and how you want to work. Logins are shared securely through LastPass. We set up an email address on your own company domain so we look like part of your team, because we are.
- You choose how to give us work. Email, WhatsApp, Teams, Planner, Trello, or straight through your CRM’s activity tab. Whatever you already use.
- We start. Most advisers begin with 10 to 20 hours a month and increase from there.
Common questions from mortgage advisers
Is my client data safe?
Yes. We work under a signed contract and confidentiality agreement, we follow New Zealand privacy and compliance standards, and logins are shared through Bitwarden rather than by email. We work in secure document systems, and we are used to operating inside licensed FAP businesses.
What if I do not have enough work for a full time person?
That is exactly who we are built for. Our smallest package is 10 hours a month, and we also offer casual hours with no commitment.
How long before we are useful?
Usually within the first week. Because we already know loan writing and lender processes, the handover is about your specific preferences rather than teaching the job from scratch.
What if my VA leaves or goes on leave?
Your processes live with us, not with one individual. We document how your business runs as we go, so another trained team member can pick up your files without you having to explain everything again.
What does it cost?
Full pricing is on our pricing page.
Ready to get your evenings back?
You should be spending your time in front of clients, not doing admin work that does not make you money. We love admin, we know the industry, and we can take it off your hands with next to no training.
Fifteen minutes on a call and you will know whether this works for you. No obligation.
We also support insurance brokers and risk advisers, and you can meet the team here.