Post Closing Assistant

Position Overview

The Post-Closing Assistant supports the post-closing processes by preparing, processing, and submitting documents to county offices, executing escrow payments, and ensuring compliance with deadlines. This role is entry-level within the department and focuses on accuracy, timely submission, and developing foundational knowledge of title, escrow, and recording. The ideal candidate is detail-oriented, organized, and eager to grow in a dynamic environment.

Key Responsibilities:

Title Knowledge & File Handling

• Develop general understanding of title reports and standard conveyances (individual and entity).
• Understand basic escrow requirements and tax search.
• Able to breakdown, scan, and review 5–7 files per day with average complexity and minimal errors.

Escrow & Recording

• Execute escrow payments and refunds according to established procedures and deadlines.
• Process recording such as deeds, mortgage, POA
• Record documents via e-Recording portals or county clerk offices as required.
• Manage rejections and resubmissions promptly
• Follow up with internal staff, closers, and external parties to complete recordings and escrow obligations.

Client Support

• Answer phone calls and emails professionally; escalate issues when appropriate.
• Prepare basic transfer tax documents per client instructions.

Mail & Document Management

• Open and track courtesy orders, including Trello entry and TrackerPro setup.
• Scan and distribute incoming closing and trailing documents, ensuring accurate system entry.
• Prepare outgoing mail and confirmation emails for recorded documents.

General Support

• Assist team members with document corrections to avoid rejections.
• Provide administrative and operational assistance as needed contributing to the overall efficiency and effectiveness of the team.

Qualifications

• High school diploma or equivalent (additional education a plus).
• 1 years of title, recording, or escrow experience preferred.
• Proficiency with Trello, TrackerPro, and standard Office software.
• Strong attention to detail and organizational skills.
• Clear written and verbal communication skills.
• Ability to work both independently and in a team environment.

Core Competencies

• Attention to Detail – Accuracy in all document preparation and recording tasks and payments.
• Organization – Ability to manage files, deadlines, and follow-ups efficiently.
• Communication – Clear, professional interaction with clients and colleagues.
• Team Collaboration – Cooperates with team members to complete shared goals.
• Problem-Solving – Recognizes issues and escalates appropriately.