Vendor Coordinator

Vendor Coordinator

Position Summary:
The Vendor Coordinator is responsible for assisting the processing team in obtaining and managing all third-party documentation required for loan files. This includes coordinating appraisals, termite inspections, VOEs, HOI, payoffs, water tests, title documents, and other “subject-to” requirements. The role ensures timely, accurate, and compliant documentation to support smooth loan processing and closing.

Key Responsibilities

Homeowner Insurance (HOI)

• Request homeowner’s insurance declaration pages from insurance providers.

• Update the mortgagee clause as needed.

• Request invoices or receipts for paid-in-full insurance policies.

• Conduct follow-ups to ensure timely receipt of documents.

• Upload all obtained documents into the loan file system.

Mortgage Payoffs

• Order mortgage payoff statements from current mortgage servicers.

• Perform follow-ups to obtain payoff documentation promptly.

• Upload payoff statements to the appropriate loan file.

Appraisals

• Schedule appraisal appointments with approved appraisers.

• Track and manage appraisal reports and related documentation.

• Upload appraisal files to the loan system.

Termite Inspections

• Schedule termite inspections as required per loan guidelines.

• Ensure reports are received and uploaded in a timely manner.

Water Testing

• Schedule water tests for loan officers when required.

• Confirm results are received and documented properly.

Additional Third-Party Documentation

• Request, track, and upload verification of employment (VOE) and title-related documents.

• Assist with any “subject-to” conditions requiring external documentation.

Skills & Qualifications

• Strong communication and follow-up skills.

• Ability to manage multiple tasks and deadlines simultaneously.

• Detail-oriented with strong organizational skills.

• Experience in mortgage processing or third-party documentation is a plus.

• Familiarity with loan processing systems (preferred but not required).