Document Administration – Collateral Specialist II; On-site

Primary Function

The Document Administration Collateral Specialist II is responsible for receiving, cataloging and shipping requested collateral and/or servicing documentation or full physical files to third‑party firms, document custodians and vendors. The role communicates heavily with vendors, custodians and partners to facilitate all collateral requests in a timely manner. The Specialist should have an intermediate working knowledge of all systems, investor requirements, custodial and archive processes, and be able to complete the workload with limited supervision while supporting junior team members.

• Ensure requested documentation is accurately completed within specific task SLAs.
• Request collateral files from investor‑designated document custodians to ensure all needed documentation is obtained within SLA to efficiently process loss mitigation, bankruptcy and foreclosure proceedings.
• Identify and cure collateral exceptions for delivery, sales and certifications.
• Address inquiries from vendors, investors, portfolio managers, etc. professionally and in a timely fashion.
• Review daily task queue and exception reports to ensure completion of assigned duties within specific SLAs.
• Update and annotate all actions/follow‑ups processed on loans in all appropriate systems.
• Prepare required reporting – management, investor, vendor, etc.
• Update Mortgage Electronic Records System, Inc. (MERS) database to ensure adequate reporting of changes in mortgage servicing rights and beneficial ownership interests in loans serviced by SMS.
• Update and maintain real‑time inventory of received physical collateral and servicing files.
• Update and maintain real‑time inventory of images of documents contained within the physical collateral and servicing files received.
• Identify, process, catalog/inventory and prepare shipments of any requested documents (assignments of mortgage, allonges, lost note affidavits, lost mortgage affidavits, etc.) or full collateral/servicing files for loans serviced by Shellpoint Mortgage Servicing with various levels of complexity.
• Ensure requested collateral files and/or specific documents are accurately processed within the inventory system within predefined SLAs.
• Review and process exception reporting at various stages of the inventory and check‑in/check‑out process.
• Complete monthly inventory audits with custodians, file centers and the onsite file room.
• Performs related duties as assigned by supervisor.

• High school diploma or equivalent, required.
• Associate's or bachelor’s degree preferred.
• 2‑4 years’ experience in Document Administration, mortgage servicing or a similar field.
• Prior year performance evaluation of 3.3 or better (internal candidates only).
• Direct supervisor recommendation (internal candidates only).

• Intermediate understanding of mortgage servicing and originations – post closing, loss mitigation, bankruptcy, foreclosure and REO.
• Intermediate knowledge of all servicing systems, image repositories, MERS, collateral tracking systems, custodial systems and vendor systems.
• Basic knowledge of abstracting land records.
• Intermediate knowledge of investor requirements for perfected collateral for delivery, sales and certifications.
• Intermediate knowledge of foreclosure and bankruptcy requirements for perfected collateral.
• Ability to handle confidential material in a professional, ethical manner.
• Strong interpersonal skills to build and maintain professional relationships with vendors, co‑workers, etc.
• Professional communication skills – written & verbal.
• Strong time management skills & ability to respond to vendor/inter‑departmental requests in a timely fashion.
• Ability to prioritize workload to meet deadlines and achieve volume goals and performance standards.
• Proficient knowledge of MS Office:
  Word, Excel & Outlook; ability to merge, summarize and present data using Excel functions such as pivot tables and formulas.
• Research & analytical skills to comprehend applicable state laws.

• Medical, dental and vision insurance
• Health Savings Account with employer contribution
• 401(k) retirement plan with employer match
• Paid maternity leave/parental bonding leave/ caregiver leave
• Adoption assistance
• Tuition & certification reimbursement
• Employee mortgage loan program
• The Newrez Employee Emergency and Disaster Fund

We’re proud to be an equal‑opportunity employer and celebrate our employees’ differences, including race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability and veteran status. Different makes us better.