Vendor Coordinator

Job Description

Job Description

The Vendor Coordinator is responsible for assisting the processing team in obtaining and managing all third-party documentation required for loan files. This includes coordinating appraisals, termite inspections, VOEs, HOI, payoffs, water tests, title documents, and other “subject to” requirements. The role ensures timely, accurate, and compliant documentation to support smooth loan processing and closing.

Homeowner Insurance (HOI)

• Request homeowner’s insurance declaration pages from insurance providers.
• Update the mortgagee clause as needed.
• Request invoices or receipts for paid-in-full insurance policies.
• Conduct follow-ups to ensure timely receipt of documents.
• Upload all obtained documents into the loan file system.

Mortgage Payoffs

• Order mortgage payoff statements from current mortgage servicers.
• Perform follow-ups to obtain payoff documentation promptly.
• Upload payoff statements to the appropriate loan file.

Appraisals

• Schedule appraisal appointments with approved appraisers.
• Track and manage appraisal reports and related documentation.
• Upload appraisal files to the loan system.

Termite Inspections

• Schedule termite inspections as required per loan guidelines.
• Ensure reports are received and uploaded in a timely manner.

Water Testing

• Schedule water tests for loan officers when required.
• Confirm results are received and documented properly.

Additional Third-Party Documentation

• Request, track, and upload verification of employment (VOE) and title-related documents.
• Assist with any “subject-to” conditions requiring external documentation.

• Strong communication and follow-up skills.
• Ability to manage multiple tasks and deadlines simultaneously.
• Detail-oriented with strong organizational skills.
• Experience in mortgage processing or third-party documentation is a plus.
• Familiarity with loan processing systems (preferred but not required).

• Office environment
• May require overtime during peak periods