Condo Document Procurement Specialist

Position purpose

The Condo Document Procurement Specialist is responsible for obtaining, organizing, and uploading all required condominium project documentation to support full condo project reviews. This role ensures timely collection of accurate documents and serves as a liaison between internal teams, HOAs, management companies, and third-party vendors.

Qualifications

• Experience in mortgage operations, processing, or condo-related workflows preferred
• Strong organizational and follow-up skills
• Ability to manage multiple requests simultaneously
• Excellent communication and customer service skills
• Detail-oriented with strong document management abilities
• Familiarity with Encompass or similar systems is a plus

Key Responsibilities

Document Collection

• Request and obtain all required condo project documentation from:
  • Homeowners Associations (HOAs)
  • Property management companies
  • Title companies
  • Insurance providers
  • Other third-party sources
• Follow up consistently to ensure timely receipt of documents
• Track outstanding requests and escalate delays as needed

Required Documents (including but not limited to)

• Condo questionnaires
• Budgets and financial statements
• Insurance policies (master & flood)
• Governing documents (Declarations, Bylaws, Articles, Rules & Regs, Plats)
• Appraisals, title reports, and purchase contracts
• Meeting minutes
• Inspection and special assessment reports
• Reserve studies
• Litigation documentation
• Management agreements
• Owner occupancy certifications
• Any additional supporting documentation required for review

Document Management

• Upload all collected documents into designated systems (Encompass, shared drives, etc.)
• Ensure documents are complete, legible, and properly labeled
• Organize files in accordance with internal procedures
• Maintain and update document tracking logs

Coordination & Communication

• Work closely with Condo Project Review Specialists to ensure all required documentation is received
• Communicate with branches regarding missing or pending items
• Provide status updates on document requests
• Maintain professional and courteous communication with external partners

Quality Control

• Review incoming documents for completeness and accuracy before upload
• Ensure all required documentation is present prior to review submission
• Monitor expiration dates and request updated documents as needed

Workflow & Case Support

• Assist in managing Service Desk cases related to document collection
• Support efforts to clear suspense conditions related to missing documentation
• Follow up on inactive or stalled requests

Compliance & Process Adherence

• Follow established procedures for document procurement and handling
• Maintain confidentiality and data integrity standards
• Participate in trainings and stay informed on documentation requirements

Company Conformance Statement

In the performance of assigned tasks and duties all employees are expected to conform to the following:

• Review and adhere to policies and guidelines contained within the Employee Handbook, including privacy and information security guidelines.
• Act within delegated authorities and adheres to applicable policy and procedures associated with such authorities.
• Contribute to establishing a respectful workplace where diversity is critical to innovation and growth.
• Ensure every action and decision is aligned with PRMI values.
• Partner with your management team to understand performance expectations and measurements. Effectively utilize feedback and coaching opportunities while seeking to learn and develop within your role at PRMI.
• Realize team synergies through networking and partnerships across PRMI.
• Embrace change; act as advocate and role model, promoting an approach of continuous improvement.
• Maintain a high standard of customer care while actively listening to customers in an effort to understand their views and needs. Take ownership of problems and issues, taking into consideration the breadth of PRMI competencies in providing solutions.
• Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.
• Work effectively as a team contributor on all assignments.
• Perform quality work within deadlines.
• Respect client and employee privacy.

Work Requirements

Each employee must be able to communicate clearly and effectively, utilize a computer, maintain a work schedule, and effectively perform in an office setting.  To maintain and ensure secure privacy of borrower (and other protected) information, an essential function of this job may require physical attendance in a defined office space. (i.e. branch or corporate office location).  Employment with PRMI requires compliance with and adherence to all applicable mortgage and fair lending laws and regulations as well as PRMI policies. The ability to work extended hours may be required.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.