Description

Responsibilities & Duties: 

• Answering calls and welcoming guests with a warm & friendly spirit to show our gratitude and excitement for their business
• Directing guests to the correct locations and serving refreshments during their visits
• Putting the needs of our guests and customers first by predicting and satisfying guest needs, whether in –person or through correspondence
• Making WOW! moments and memories for each guest to exceed expectations
• Taking photos of guests to commemorate closing day and leading the closing day celebrations
• Preparing fresh popcorn for guests on days for which 4 or more closings are scheduled
• Maintaining the common areas (including refreshment station, lobby, work room and conference room areas)
• Maintaining a daily task list (dashboard) within RamQuest on open files by completing items within the indicated timelines with no overdue tasks
• Maintaining a daily, up-to-date schedule of closings and guest welcome signs/digital greetings
• Collecting and photocopying IDs from closing customers (buyers, sellers and borrowers) arriving for closing
• Verifying guests’ closing funds (cashier checks) upon arrival for closing
• Retrieving, sorting, distributing and sending daily mail, packages and deliveries (including preparation of overnight delivery tickets)
• Maintaining the snack/refreshments inventory and maintaining and ordering office supplies for office
• Opening new orders/files within the required time frames (includes ordering and receiving title work, tax certificates and HOA statements of account as needed)
• Monthly maintenance and submission of assigned reports and data to Corporate Office
• Timely and accurately preparing and distributing of Welcome Packages, receipted contracts, and other items, as needed
• Maintaining open and consistent line of communication with all parties to the transactions, as needed
• Attending scheduled builder pipeline meetings and maintaining current closing calendars
• Coordinating/scheduling closings with parties and marking the applicable Dashboard tasks accordingly
• Reviewing various reports for additional information/continued updates of open files and completing those updated accordingly within the required time frames
• Writing thank you cards to customers
• Maintaining the shared N Title inbox through the timely resolution of all inquiries and ensuring all items are addressed/cleared daily with all items placed into the corresponding files (including, but not limited to HOA statements, signed initial disclosure documents, CDAs and surveys)
• Requesting Builder Figures by the 5^th of each month from Chesmar’s Closing Coordinators, filing the items in the applicable files and marking the corresponding Dashboard tasks complete
• Requesting and obtaining CDAs from Realtors in advance of closing, confirming receipt with Realtors, reviewing received CDAs for accuracy of information (including sales price) and placing CDAs into closing files
• Distribution of encrypted wiring instructions to customers, as needed
• Performing verbal verification of incoming and outgoing wiring instructions (ours and theirs) for customers and lenders
• Obtaining transaction information on refinance transactions in accordance with the Dashboard timeline to include surveys, HOA details and payoff information/authorization from lenders and customers
• Ordering commitment bring-to-dates (BTDs) and updated tax certificates on all files in accordance with the Dashboard
• Offering to assist the Processor(s) and Escrow Officer(s) with other tasks when workload or assigned duties are complete
• Assisting with the creation of marketing materials, website materials/posts & social media efforts as needed
• Providing general administrative/clerical support and assisting in other tasks/duties, as needed
• Adhering to our company values and mission statement
• Demonstrating flexibility with job duties/responsibilities and proactive willingness to assist other team members, as needed
• Demonstrating punctuality with good attendance habits

Qualifications

Job Knowledge, Skills & Experience: 

• Title company work experience preferred, but not required
• Proven work history as a receptionist, front office representative or similar role preferred
• Prior working experience with RamQuest CCE is preferred, but not required
• Friendly and professional attitude and appearance are required
• Excellent customer service and listening skills are required
• Excellent computer skills are required, as we are considered a paperless environment with over 95% of work requiring a computer
• High level of personal ownership and accountability are required
• Must be a self-starter who is able to work and accurately complete job duties/responsibilities with minimal supervision
• Very detail oriented with the ability to multi-task and handle high work volume and deadlines
• Excellent communication skills (both written and verbal)
• Possess the ability to listen, take notes and follow very detailed instructions to complete tasks
• Ability to learn quickly and effectively
• Flexible with responsibilities and proactively willing to assist other team members
• Strong interpersonal skills to interact positively with all employees, including builder and mortgage company employees
• Capacity to prioritize tasks
• Excellent time management skills and ability to multi- task and prioritize work
• Must have a valid driver’s license and successfully pass a background check