Document Preparation Officer

We are seeking a detail-oriented, organized, and driven professional to join our Mortgage Operations team. The role encompasses a range of responsibilities, from document processing and data entry to team leadership and strategic management. Depending on the level of experience, you will be involved in various administrative, clerical, and paralegal tasks related to mortgage document management, ensuring timely, accurate, and compliant operations.

Key Responsibilities:

For Entry-Level to Mid-Level Roles:

• Perform data entry and maintain accurate records of mortgage transactions, ensuring all information is up-to-date and correctly logged into the system.
• Check, validate, and review security documents such as mortgage notes, deeds of trust, and other related documents to ensure legal compliance.
• Prepare and organize security document packets for digital return to lenders, custodians, or other relevant parties for secure storage and processing.
• Update internal systems (e.g., Infobase, Actionstep) with accurate information about document status and mortgage transaction details.
• Liaise with stakeholders such as borrowers, lenders, title companies, and investors to facilitate smooth document returns, address issues, and confirm receipt.
• Manage general administrative duties such as filing, record keeping, and ensuring proper organization of physical and digital files.
• Adhere to service level agreements (SLAs), productivity targets, and client contractual arrangements to ensure timely and effective completion of tasks.

For Mid-Level to Senior Roles (Including Team Leadership):

• Provide leadership and guidance to junior team members, ensuring effective training, support, and development in line with the company's goals and values.
• Oversee the daily operations and monitor team performance to ensure productivity targets are met, while maintaining high levels of accuracy and compliance.
• Review and manage complex document processing tasks and ensure the team adheres to schedules and legal requirements.
• Act as a point of contact for escalated issues, resolving any challenges related to document validation, returns, or system updates.
• Communicate regularly with upper management to provide updates on team progress, challenges, and improvements.
• Assist in the development of process improvements and training materials to enhance efficiency and document handling practices.
• Foster a collaborative environment, motivating the team to consistently act in the best interest of the organization and its clients.

Qualifications:
- For Entry-Level Roles:

• High school diploma or equivalent (Associate's degree or higher preferred).
• Basic understanding of administrative tasks, data entry, and document management.
• Excellent attention to detail, communication skills, and ability to work in a fast-paced environment.

• For Mid-Level to Senior Roles (Team Leadership):

• Previous experience in mortgage operations, document processing, or administrative support (minimum of 2 years for leadership roles).

• Strong understanding of mortgage document processing, including security documents, regulatory compliance, and industry best practices.
• Leadership experience or demonstrated ability to mentor and guide a team.
• Proficiency in document management systems (e.g., Infobase, Actionstep) and related software.
• Strong communication skills, problem-solving abilities, and the capability to manage multiple priorities.

Skills and Attributes:

• Strong organizational and multitasking skills.
• Ability to adapt to different roles, from entry-level tasks to strategic leadership.
• Ability to work under pressure and meet tight deadlines.
• Client-focused mindset with a commitment to providing excellent service.
• Team-oriented with the ability to work effectively both independently and within a group.
• Commitment to maintaining confidentiality and handling sensitive information appropriately.