Job Description

The Senior Recording Officer is a vital role responsible for managing and processing documentation related to our operations. This position ensures that recordable documents are submitted timely to the appropriate county clerk's office and are correctly recorded to protect our insurance policies. The ideal candidate will be detail-oriented, organized, and capable of multitasking in a dynamic environment.

• Order Submission:
• Processing Documents: Able to work through 6-10 files daily with varying levels of difficulty with minimal errors/mistakes. Able to handle recordings/filings of nonstandard documents and resolve issues on older files by working with underwriting and our clients
• Document Recording: Record documents via e-Recording portals and/or direct to county offices, when necessary
• Resubmissions: Handle rejections in a timely manner and ensures all documents are recorded timely
• Follow ups: Stay on top of follow ups with staff, closers or other parties in transaction to complete recording of documents
• Client Assistance
• Phone Calls and Emails: Provide excellent customer service on all emails and phone calls. Answer all client concerns and questions and escalate issues when necessary.
• Closing Assistance: Can answer the closer’s questions while at closing to avoid adjournment
• Document Preparation: Prepare deeds and transfer tax documents when needed per client instructions.
• Incoming Mail Management
• Courtesy Orders: Add Trello Card to include the order’s documents, County, and due date to track the process of the order. Open order in Tracker Pro and create an invoice when necessary.
• Document Scanning: Scan incoming documents and distribute them to relevant team members, update Trello cards, and save documents to Tracker Pro, to ensure accuracy and efficiency.
• Recorded Documents Management:
• Mail Out Preparation: Print out cover pages and sort original recorded documents to ensure outgoing mail is processed correctly.
• Manage the Recordings Inbox: update Trello cards by categorizing and labeling rejections and recorded documents, and enter recording information into Tracker pro to maintain a systematic and organized workflow
• Confirmation Emails: Send confirmation emails for all recorded documents promptly, ensuring timely communication with clients.
• Assist Team Members:
• Training: Assist in training junior team members to help them grow in the company
• Escalated Issues: Can handle escalated issues when the manager is not available
• General Administrative Support:
• Operational Assistance: Provide support in other areas of operation as needed, contributing to the overall efficiency and effectiveness of the team.
• Document Corrections: Updates documents for other teammates and saves corrected documents in the designated folder so that documents can be submitted without rejections.

Qualifications:

• High school diploma or equivalent
• Minimum of 4-5 years of experience of recording experience
• Proficiency with Trello, TrackerPro, and other office software.
• Strong attention to detail and accuracy.
• Effective communication skills, both written and verbal.
• Ability to work independently and collaboratively as part of a team.
• Demonstrated commitment to confidentiality and ethical standards.
• Understands the connection between recording documents and our loan and owner policies

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