Job description

Essex Mortgage is hiring for our Collateral Specialist position to assist our Servicing Department! We are looking to bring on a friendly, self-motivated, team player who seeks the opportunity to grow and learn.

Job Summary:

Responsible for assigned duties within the Servicing division. The Collateral Specialist is responsible for ensuring the accuracy and completeness of collateral documentation and mailroom handling related to mortgage loans. The collateral specialist must ensure the accurate and timely distribution of correspondence, documents, and packages, while adhering to established procedures and protocols. This requires the review, analysis, and management of collateral documents and mailed servicing documents to mitigate risks and maintain compliance with regulatory requirements.

Essential Duties:

• Collateral
  • Conduct comprehensive reviews of collateral documentation to ensure accuracy and completeness.
  • Maintain the security, organization and indexing of the collateral room
  • Perform quality control review, including initial document scanning, to ensure that all proper documents have been received.
  • Maintain organized and up-to-date collateral files, both physical and electronic, ensuring that all documents are properly indexed, recorded, and accessible for internal and external audits.
  • Identify and resolve potential risks and discrepancies in collateral documentation, such as missing or inconsistent information, and take appropriate actions to resolve issues in a timely manner.
  • Serve as a liaison between internal departments, external vendors, and customers regarding collateral-related inquiries, providing timely and accurate information as needed.
  • Address inquiries, disputes, and challenges related to collateral documentation promptly and effectively, escalating complex issues to management when necessary.
  • Identify opportunities for streamlining collateral processes, enhancing efficiency, and reducing risk through the implementation of automation, technology solutions, and best practices.
• Mail Handling
  • Receive, sort, and distribute incoming mail, including letters, packages, and other deliveries, to the appropriate departments or individuals within the organization.
  • Enter relevant information from incoming documents into the mortgage servicing software or database accurately and promptly, ensuring the completeness and integrity of the data.
  • Route mail and documents to the appropriate departments or personnel based on predetermined criteria, ensuring timely delivery
  • Prepare outgoing mail, including letters, statements, invoices, and other documents, for postage and shipping using postage meters, mail sorting equipment, or courier services.
  • Maintain accurate records of incoming and outgoing mail, including tracking and logging packages, certified mail, return mail and other deliveries.
  • Assist with the maintenance and organization of the mailroom, including ensuring equipment functionality, and implementing best practices for mail handling and distribution.
• General Duties
  • Support testing efforts for all system-related updates.
  • Work with the appropriate departments to facilitate a smooth and timely response to all mailed requests
  • Report status and results of the Servicing Units’ activities.
  • Assist with creating or updating departmental procedures.
  • Responsible for updating "How To" procedures and creating "How To" job aid procedures for areas of knowledge
  • Complete all compliance training in a timely manner
  • Flexibility in helping out in other areas/departments.
  • Administrative duties as assigned
  • Perform other duties as assigned

Education and Experience

• Two years mortgage servicing experience is preferred
• Ability to build rapport quickly to convert inquiries into proper transfers to departments/agents for resolution
• Ability to multitask and effectively manage time
• Ability to communicate effectively – both in written and verbal form
• Desire to take personal responsibility to complete tasks and solve problems
• Bachelors or relevant experience in the field.
• Excellent organizational skills and strong work ethic.
• Ability to remain professional even under strenuous situations.
• Be able to take ownership of an issue.

What You’ll Need to be Successful:

• Communication – your strong communication skills allow you to effectively assist other staff and follow up with customer inquires
• Accuracy and Thoroughness – you don’t miss the little things! You have a strong attention to detail and meet productivity standards
• Dependability – we can count on you to exercise personal and professional responsibility and work with limited direction when needed
• Initiative – you undertake self-development activities and seek increased responsibilities, asking for and offering help when needed
• Productivity – you have a proven ability to produce results in a fast-paced environment
• Planning and Organizing – you’re able to prioritize, organize and manage your time effectively
• Service – you promptly respond to requests for service and meet commitments made to customers and other employees
• Judgment and Discretion – you maintain confidentiality of sensitive information and exhibit sound and accurate judgement when making decisions
• Collaboration – you work well with other departments and individuals, maintaining communication needed to keep the workflow going.

Computer and Equipment Skills:

• Intermediate in Microsoft Office programs (Word, Excel, PowerPoint)
• Word processing (speed and accuracy)
• Email
• Internet software
• Use typical office equipment (computers, fax, phones, copiers, scanners, projectors, etc.)

REASONING and MENTAL ABILITIES

• Uses critical thinking skills to interpret instructions furnished in written, oral, diagram, or schedule form and analytical reasoning to identify patterns in servicing

PHYSICAL ABILITIES

• Vision (with or without correction) sufficient to read a computer screen at 20 inches and to operate office equipment or a car
• Clear speaking on the telephone and in person; hearing within normal ranges in noise environments typical of office
• Able to sit for long periods of time at computer or other work station and in meetings
• Able to finger and feel in order to use equipment, computers and operate equipment
• Able to lift 10 pounds occasionally unassisted

Essex Mortgage is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran status, disability or any other characteristic protected by law.

Job Type: Full-time