Description
Summary:
The Title Operations Coordinator supports the operation of the title agency by managing policy production, remittance, financial reconciliation, and post-closing follow-up. This role ensures accurate reporting, regulatory compliance, and timely deliveries to lenders, insurance companies, and customers.
Essential Duties:
- Timeshare Policies: enter data, produce and deliver loan policies to Great Eastern Resort, and mail Open files for each set of timeshares given. Make sure check amounts match the timeshares owner’s polices to individual owners.
- Open lender-closing files, order title, and send to lender for closing
- Track progress of title policy prep, assist in getting policies and Pro-Forma construction Endorsements ready for review
- Track policy premiums and remit to insurance companies monthly
- Deposit title premium and closing fee checks and log deposits in QuickBooks
Weekly Reporting
- Reconcile the e-recording account
- Metrics for staff meetings
Monthly Reporting & Reconciliation
- Reconcile accounts and prepare reports for review
- Balance adjustments for trust accounts, payroll liabilities & payroll between offices
Quarterly Reporting
- 1099 exception reports
- Track transactions by Source of business, Closer, Binder preparer & title examiner
Annual Reporting & Compliance
- Renew E&O, RESA license, ALTA forms license,
- Test and Review ALTA best practices
- 1099 filings
- Assist with RESA Audit and underwriter audit
Post Closing Follow Up: track closed files at
- 1 week to be sure they’ve closed and disbursed
- 2 weeks to be sure data is correct (1099, closer, source of business, status)
- 3 weeks to be sure policies are complete
- contact recipients and reissue stale checks over 60 days old
Other Duties:
This job description is not designed to be an exhaustive list of duties. Duties, responsibilities, and activities may
change at any time with or without notice.
- Responsible for covering the front desk when receptionist is out
- Responsible for assisting closers in opening new files; gathering data, inputting information into Softpro; and performing post-closing administrative tasks when closers are out or at capacity
Companywide Expectations:
- Stays current, maintains knowledge of, and complies with all VSTITLE policies and procedures.
- Maintains neat and orderly work area and ensures all non-public information is properly secured.
- Protects VSTITLE’s and customers' information; knowledge of customers and their relationship with the VSTITLE must be kept in absolute confidence.
- Strives to provide superior customer service by focusing on the customer by smiling, calling the customer by name, and thanking them as they leave. Provides the same level of customer service to telephone inquiries and internal customers. Resolve problems in an efficient and courteous manner. “Owns the problem or concern.”
- Displays a positive, cooperative spirit, professionalism, and a responsible attitude to staff and customers. "Leads by example while being a team player."
- Represents VSTITLE professionally and courteously while in contact with the public.
Requirements
Qualification Requirements:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skills, and/or abilities required.
Knowledge, Skills, and Abilities
- Excellent written communications skills.
- Excellent organizational skills.
- Excellent record keeping abilities.
- Possess effective computer, calculator, and keyboarding skills.
- Ability to prioritize tasks based on urgency, deadlines and importance.
- Ability to use Microsoft Word and Excel.
- Ability to work independently with minimum supervision.
- Ability to produce detailed and accurate work.
- Ability to take direction from others.
Education and/or Experience (Required and Preferred)
- High School education or equivalent.
- Two years of previous title insurance related experience (preferred).
Physical and Mental Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The employee regularly sits and uses hands to finger, handle, or feel objects, tools, or controls.
- The employee frequently is required to talk or hear.
- The employee is frequently required to stand, walk, reach with hands and arms, stoop, kneel, or crouch.
- The employee must regularly read and comprehend complex legal documents.
- The employee must regularly lift and/or move up to 10 pounds and may occasionally lift up to 50 pounds.
- Specific vision abilities required include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment:
- The work is performed primarily in an office setting.
- The noise level in the environment is usually low.
Position Type/Hours:
This is a non-exempt position working Monday – Friday, 8:30 a.m. – 5 p.m. with overtime as necessary.
