What are the responsibilities and job description for the Statewide Search Processor position at Vanguard Research & Title Services, Inc.?
Company Description Vanguard Research & Title Services is a leading provider of title research and title insurance support services across New York State. We're expanding our statewide operations team and seeking a detail-driven, organized, and tech-savvy Statewide Search Processor to support our research production workflow and electronic recording (eRecording) services.
Role Description This role is ideal for someone who enjoys structured work, accuracy, and supporting a fast-moving production environment. You'll work closely with abstractors, examiners, and branch teams to make sure title research reports and document recording packages are prepared, reviewed, and delivered with precision. Paralegals, legal assistants, and experienced office or document-processing staff will find many of their skills transfer directly.
What You'll Do
Document Recording & eRecording
- Review real estate document recording packages (deeds, mortgages, and related documents) for completeness, accuracy, and county requirements.
- Prepare and submit documents through online eRecording platforms.
- Track submissions, correct and resubmit rejected documents, and see each recording through to completion.
- Work with branch teams to resolve recording questions or issues.
Order Processing & Production Support
- Enter, update, and manage work orders using our order-management and third-party systems.
- Prepare, format, and deliver title research reports for counties served without a local office.
- Organize documents and proofread final search reports so all materials meet company standards.
- Monitor workflow queues and help keep statewide production on schedule.
Communication
- Give clear, professional updates to internal teams on order status, recording progress, and workflow needs.
- Support communication across branches so work is consistent and delivered on time.
- Office Support
- Scan, upload, organize, and maintain digital and paper documents.
- Use online public record systems, county clerk portals, and internal software tools.
- Assist with other administrative tasks as needed.
What You Bring
Required
High school diploma or GED and 2–3 years of experience in a professional office environment OR Associate's degree with 1–2 years of office experience
- Strong attention to detail and accuracy
- Clear written and verbal communication skills
- Comfort working with multiple software systems, databases, and online tools
- Ability to stay organized while managing multiple tasks and deadlines
- Professionalism, reliability, and a collaborative mindset
Preferred
- Experience as a paralegal, legal assistant, or in title research, real estate, banking, or document-heavy administrative roles
- Familiarity with county clerk systems or public record research tools
- Experience with document recording or eRecording platforms (a plus, but not required)
Why Join Vanguard
- Collaborative, team-oriented environment
- On-the-job training in title research, recording processes, and industry-specific skills
- Clear growth pathways within the Research & Title Services division
- Competitive pay and full benefits, including PTO, 9 paid holidays, retirement plan, and health/dental/vision coverage