What are the responsibilities and job description for the Notary Operations Specialist position at SUNSHINE SIGNING CONNECTION?
Join Our Team as a Notary Operations Specialist
Full-Time | Monday–Friday, may vary between the hours of 10 AM – 7:30 PM | On-Site | Hudson, FL
Are you a highly organized professional with a knack for vendor coordination and exceptional communication skills? Join our dynamic team as a Notary Operations Specialist and help drive the success of our nationwide mobile notary services. In this pivotal role, you'll manage vendor relationships, ensure compliance with quality standards, and coordinate the full lifecycle of notary assignments — from recruitment to dispatch, completion, and follow-up.
Professionals with a background in Title Insurance may find this role especially rewarding, given that many of our clients are Title Companies.
RESPONSIBILITIES
Call Management:
- Answer and direct incoming calls related to notary services
- Act as the primary point of contact for clients, notaries, and internal staff
Notary Recruitment & Onboarding:
- Interview and screen mobile notary applicants
- Collect and verify credentials and documentation
- Ensure compliance with state notary regulations and company policies
Scheduling & Coordination:
- Assign notaries to scheduled jobs, negotiate compensation, and dispatch as needed
- Provide clear instructions, expectations, and deadlines to notaries
- Track completion and ensure timely document return
Completion & Corrections:
- Review closing documents for accuracy and completeness before finalizing orders
- Ensure all required signatures, initials, and scan backs are received from notaries
- Handle post-closing corrections, coordinating with notaries on missed signatures or missing pages
- Verify packages are dropped at FedEx on time and confirm tracking information
- Close out completed orders accurately in the system and document completion details
- Communicate with notaries and clients to resolve any issues quickly and professionally
Quality Assurance & Compliance:
- Monitor notary performance and address issues promptly
- Ensure compliance with legal and operational standards
- Stay current on notary regulations
Client Communication:
- Respond to client questions and provide service updates
- Gather and report feedback to improve service quality
- Maintain a positive and open channel of communication to clients
REQUIREMENTS
Must-Have:
- High school diploma or GED
- Experience in vendor management, customer service, or legal coordination
- Strong communication, multitasking, and negotiation skills
- Proficient in Microsoft Office, call/scheduling software
Preferred:
- Interviewing and contract negotiation experience
- Familiarity with notary operations or state notary regulations
- Background in Title Insurance or real estate closings is a plus
Notary Status:
- We are looking for someone who is a notary or would like to become one
- A valid notary commission is a plus, but not required
Soft Skills:
- Attention to detail and excellent organization
- Ability to prioritize and solve problems
- Flexible and adaptable in a fast-paced environment
- Positive, team-oriented attitude with a strong sense of integrity and professionalism
POSITION DETAILS
- Schedule: Monday–Friday, may vary between the hours of 10 AM – 8 PM
- Type: Full-time
- Location: Hudson, FL (on-site)
COMPENSATION & BENEFITS
- Compensation: Competitive pay based on experience and qualifications. Please include your desired salary with your application.
- Health, dental, vision, and life insurance
- 401(k) with company match
- Paid Time Off (PTO)
- Career growth and professional development opportunities
TO APPLY
Please submit the following:
- Your resume
- A brief cover letter detailing your experience and fit for this role
- Your salary requirements (required)
We’re looking for someone who brings not just skills, but the right attitude — someone who values teamwork, honesty, and takes pride in their work.
Note: Drug testing and background checks are mandatory upon hire.
Join a fast-growing company committed to high-quality service and professional excellence. Apply today and make your next career move count!
Job Type: Full-time
Pay: $15.00 - $17.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
Salary : $15 - $17