Job Description
Madison, WI - ON SITE, NO REMOTE OR HYBRID OPTIONS Our client is a nationwide real estate services company that provides title insurance, escrow, underwriting, and closing services to support residential and commercial property transactions.
They are searching for an Escrow Assistant/Admin to join their team ASAP!
Salary: $15-18/hour + full comprehensive benefits
Job Summary: The Escrow Assistant provides administrative and customer support throughout the closing process, ensuring files are handled accurately, efficiently, and in compliance with company and industry standards.
Job Responsibilities: Customer Service & Front Office Support
- Greet and assist all in-office visitors in a professional and timely manner
- Acknowledge walk-in customers while on calls and follow up promptly
- Assist contractors with construction-related disbursements
- Answer incoming calls and support overflow for team members
- Respond to customer inquiries, determine needs, and route appropriately
- Independently resolve inquiries within the scope of knowledge
Communication & Inbox Management
- Monitor and respond to personal and shared inboxes daily
- Ensure shared inboxes are cleared by end of each business day
Closing Coordination
- Partner with closers to manage and maintain the closing calendar
- Schedule closings and communicate with all involved parties
Post-Closing & File Management
- Disburse, balance, and close files accurately
- Complete outstanding disbursements and finalize file documentation
- Update system tasks and mark files as closed
- Prepare transfer returns as needed
- Notify appropriate parties regarding recordings and final policy processing
Document Preparation & Processing
- Prepare overnight packages (FedEx) for loan documents and payoffs
- Scan and upload all required closing documentation into SmartView, including:
- Settlement statements and conveyance documents
- Disclosures, payoffs, invoices, and supporting documentation
- Loan packages, CDs, IDs, and compliance forms
- Maintain accurate and complete digital file records
Disbursements & Funding
- Process wire approvals and submit to Accounting within required timeframes
- Handle overnight/wire payoffs and mail checks/invoices
- Ensure timely mailing of recorded documents
- Assist with corrections for rejected documents
Compliance & Accounting
- Adhere to all audit guidelines, policies, and procedures
- Prepare daily bank deposits and supporting reports within deadlines
Office & Administrative Support
- Maintain the cleanliness and organization of the closing rooms and office areas
- Restock supplies and assist with general office upkeep
- Perform additional duties as assigned
Qualifications: - High school diploma required; degree preferred
- 1+ year of escrow, title, real estate, or administrative experience
- Strong organization, multitasking, and attention to detail
- Excellent communication and customer service skills
- Proficiency in Microsoft Office; SoftPro/SmartView a plus
- Ability to handle confidential information and meet deadlines
- Team-oriented with the ability to work independently
Job Tags
For contractors, Work at office, Immediate start, Night shift