Title Office Administrator

Position Summary

The Title Office Administrator is responsible for overseeing the daily administrative operations of the title office while supporting the closing, processing, accounting, and sales teams. This position ensures efficient workflow, exceptional customer service, regulatory compliance, and accurate management of office operations. The ideal candidate is highly organized, detail-oriented, and experienced in title and escrow procedures.

Key Responsibilities

Office Operations

• Manage daily office operations and administrative functions.
• Answer and direct incoming phone calls and client inquiries.
• Maintain office supplies, equipment, and vendor relationships.
• Coordinate mail, deliveries, and document management.
• Ensure office policies and procedures are consistently followed.

File Administration

• Open and organize new title files.
• Verify file completeness before processing.
• Monitor transaction pipelines and closing timelines.
• Assist with file audits and quality control.
• Maintain digital and physical file organization.

Customer Service

• Schedule closings and coordinate conference rooms or remote closings.
• Provide timely updates team members and Branch Manager.
• Resolve administrative issues professionally and efficiently.

Compliance & Risk Management

• Ensure files comply with Florida title insurance regulations and underwriter requirements.
• Maintain confidentiality of client information.
• Assist with internal audits and escrow compliance reviews.

Financial & Administrative Support

• Assist with invoicing and vendor payments.
• Support escrow accounting with administrative documentation.
• Maintain office records and contracts.

Team Support

• Provide administrative support to processors, closers, escrow officers, and management.
• Assist with onboarding new employees.
• Coordinate staff meetings, training sessions, and office events.
• Maintain office calendars and scheduling.

Qualifications

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
• Minimum 2–5 years of experience in a title insurance, escrow, mortgage, or real estate office.
• Knowledge of Florida real estate closing practices preferred.
• Proficiency with title production software (SoftPro, Qualia, RamQuest, or similar).
• Strong knowledge of Microsoft Office (Word, Excel, Outlook, Teams).
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Ability to manage confidential information with discretion.

Preferred Skills

• Customer-focused with a positive attitude.
• Excellent problem-solving and time management skills.
• Ability to prioritize multiple transactions in a fast-paced environment.
• Strong attention to detail and accuracy.
• Team-oriented with the ability to work independently.

Performance Expectations

• Maintain exceptional customer satisfaction.
• Ensure administrative accuracy and timely file management.
• Support on-time closings.
• Maintain compliance with company policies and underwriter guidelines.
• Foster a professional and organized office environment.

Reports To

Branch Manager

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Occasionally lift up to 25 pounds.
• Ability to move throughout the office to support daily operations.

Success Measures

• Timely file setup and administrative processing.
• Accurate office records and documentation.
• High customer satisfaction ratings.
• Efficient scheduling and office coordination.
• Strong support of production and closing teams.
• Compliance with company and regulatory standards.