Admin Asssitant

The Administrative Assistant plays a vital role in ensuring smooth day-to-day operations at our title company. This position serves as the primary point of contact for clients, real estate agents, lenders, and attorneys. The ideal candidate will combine strong organizational skills, meticulous attention to detail, and top-tier customer service to support our title examiners, escrow officers, and closing teams through every stage of the real estate transaction.

Front Office & Customer Relations

• Welcome visitors, clients, and settlement participants with a professional, welcoming demeanor.

• Answer, screen, and route incoming multi-line telephone calls; handle general inquiries and direct messages appropriately.

• Manage incoming and outgoing mail, overnight packages (Fed Ex/UPS), courier services, and hand deliveries.

Administrative & Transaction Support

• Open new title orders and escrow files in the title management software system.

• Request and gather essential closing documentation, including mortgage payoffs, tax certifications, HOA estoppel certificates, municipal lien searches, and surveys.

• Assist escrow officers with preparing pre-closing packages and organize post-closing documents for recording and policy issuance.

• Process and track earnest money deposits and closing fee payments following internal compliance and audit guidelines.

• Maintain digital and physical file organization, ensuring all sensitive documents comply with ALTA Best Practices and privacy regulations.

Office Management & General Support

• Schedule settlement meetings, manage conference room calendars, and prepare rooms for closings.

• Order, track, and maintain inventory of office, closing, and breakroom supplies.

• Operate and troubleshoot basic office equipment (copiers, scanners, phone systems); arrange for maintenance when needed.

• Perform general administrative duties including scanning, indexing, file archiving, and data entry.