Front Desk Coordinator/Post Closing Specialist

Description

Position Summary:

The individual in this role will need to possess excellent interpersonal skills with an unwavering commitment to exceed our customers' expectations. As part of this role, you will be responsible for managing administrative duties of the branch, including greeting customers, answering the phone, and stocking supplies. Additional responsibilities will include reviewing files for accuracy and completeness, in addition to scanning documents and confirming completion of disbursements. While previous title, escrow, or disbursements experience is helpful, we are willing to train a candidate who has a strong and high attention to detail. 

Typical Position Responsibilities: 

· General:

- Ability to work regular and extended hours as needed to support co-workers, and serve clients/customers

- Demonstrate regular and predictable attendance

- Maintain in-person attendance to support customer/client relations as well as post-closing transactional duties 

- Maintain professional interactions as a Sun Title brand ambassador who interacts with customers and clients

- Reflect our Sun Title Core Values in all interactions

- Ability to accept and apply feedback 

- Ability to perform duties with minimal errors in work product 

- Demonstrate superior industry knowledge/expertise to assist in training of co-workers and to provide excellent customer service to our clients and customers

· Office Coordination: 

- Greet customers and clients and direct individuals to the correct destination

- Provide general clerical and administrative support to the branch 

- Ensure all office areas are maintained 

- Order and stock supplies

- Coordinate and process outgoing and incoming deliveries and mail

- Scan and copy documents 

- Prepare and assist in hosting onsite events, as well as attend offsite events (after hours as needed)

- Serve as a backup escrow closer (notary), as needed

- Serve as a backup to other branch front desk coverage 

· Disbursement:

- Prepare and distribute payments to appropriate parties after closing

- Process incoming and outgoing wire transfers, as well as verification of funds

- Verify payoff information and ensure loans are properly paid off post-closing

· Collaboration with Other Departments/Branches:

- Communicate with escrow officers, clients, lenders, and underwriters to resolve any post-closing issues

- Coordinate with the accounting department to ensure accurate and timely disbursement of funds

- Work closely with the compliance team to ensure all regulatory requirements are met

· Document Management and Quality Assurance:

- Review closing documentation to ensure all parties have signed and completed all necessary forms accurately

- Confirm all post-closing procedures are completed, including verifying that final documents are correctly recorded and filed

- Maintain accurate and thorough records of all post-closing activities

- Prepare and send out final policy of title insurance to appropriate parties.

· Business Software Utilization:

- Process incoming and outgoing wire transfers, as well as verification of funds using industry-specific software (e.g., ResWare)

- Utilize Microsoft Office 365 (Word, Excel, Outlook) for documentation and communication

- Ensure proper use of document management systems to maintain organized and accessible records

· Teamwork:

- Address customer inquiries related to the disbursement after closing, providing excellent customer service

- Collaborate with team members to improve processes and enhance service delivery

- Perform other duties as assigned

Core Competencies:

· Culture Champion - Be a living example of Sun Title’s mission, vision, and values

· YES! Advocate – Exhibits the spirit of our YES! company culture

· Expert Communicator – Proactively communicates in an articulate and informative fashion

· Coachable – Humbly asks questions, acknowledge mistakes, and is eager to learn new skills

· Trusted – Respects the bounds of confidentiality and builds rapport quickly with integrity

· Level-headed – Maintains professional and composed demeanor in all situations

· Dependable – Demonstrates reliability and thoughtfulness, placing others first

· Exudes Positivity – Exudes a genuine enjoyment for people, work, and life

Requirements

· Excellent verbal and written communication skill with ability to communicate in English, required 

· Excellent attention to detail, time management and organizational/prioritization skills and with a demonstrated ability to meet deadlines

· Proficiency with operating in a digital document environment

· Basic level proficiency in industry specific software (ResWare, Proform Select), preferred

· Basic level proficiency in software such as Microsoft Office 365 (Word, Excel, Outlook, etc.), required

Education and Experience:

· Ability to communicate in English (verbal and written), required

· High school diploma or GED, required

· 2 years related office experience, preferred

· Title, real estate, mortgage industry knowledge a plus

· Valid licensing/certification as required by applicable state law, within 6 months of hire