“Indecomm is an Equal Employment Opportunity Employer”
Job Brief
Manage and oversee the overall workflow processes for mortgage recording, ensuring fast and
accurate documentation; quality customer service, and serving as the supervisor in providing
training/coaching to direct reports/team members.
Responsibilities
Manage and oversee the recording processes of mortgage documents:
- Manage continuous process improvement for intake, processing and tracking of recorded documents, database, filing, proofing, processing and assembly of documents, etc.
- Track and meet turn time for the process through daily reports. Ensure documents are recorded in a timely manner with no backlog.
- Assign responsibilities to the team members and track completion. This includes rejections, exceptions, and other offshore clarifications/queries.
- Communicate with management on any and all issues/concerns and keep open communication with all internal groups.
- Interface with other supervisors regarding rejected documents and standard procedures that may require review with their team members.
- Adapt quickly to new processes and communicate (verbal, written and spreadsheet updates) new processes to team members and affiliate in India;.
- Communicate daily with the co-workers in India regarding training, processing issues and updates.
- Create and provide training materials and direction for processing remote workforce.
Manage/supervise team members/temporary staff:
- Conduct a needs assessment and determine appropriate team / temporary staff level.
- Provide guidance and direction to team members towards their professional development.
- Identify training needs, plan and train staff, and ensure updated procedures are in place
- Track team productivity metrics, accuracy and turn time.
- Develop and create team initiatives.
- Conduct staff performance reviews and plan corrective action.
- Maintain and update job descriptions as needed.
- Monitor, verify, track, and approve time and attendance for all team members.
Administrative:
- Process mortgage documents to include rejections and resubmissions.
- Proof incoming documents and anticipate any issues regarding implementation of process changes.
- Daily maintenance of various spread sheets.
- Serve as backup/assist the recording team when workload dictates.
- Create/generate e-mails, memos, general correspondence, and procedure manuals.
- Provide detailed information in one-on-one and small/large group situations to customers, clients and other employees of the organization.
- Attend and convene various meetings (e.g., team reviews, remote team calls)
- Test, develop and implement standardized processing procedures facilitating production on systems generated by IT.
Requirements
- Extensive knowledge of mortgage documents, formats, and procedures guidelines.
- In-depth knowledge of Company’s Recording systems (typically learned on the job);
- Knowledge of internal workflows and procedures specific to the department, and organization infrastructure (typically learned on the job).
- Management and supervisory practices and procedures.
- Familiar with Notary guidelines/regulations (serve as “Notary” for the Company)
- Command of the English language (both verbal and written), to include proper grammar and punctuation.
- Basic math aptitude, and cognitive of Company’s budgeted guidelines.
- Microsoft Office (i.e., Word, Excel, and Outlook), internet research; and in-house software: (typically learned on the job)
Preferred Skills
- Ability to develop cohesive working relationships with all internal and external customers (US and abroad)
- Effective communication (verbal and written) and interpersonal skills.
- Ability to manage a large number of documents, with a attention to detail and accuracy;
- Ability to supervise/coach, and motivate, team members.
- Provide training to team members, ensuring they comprehend and understand the information/systems.
- Ability to research, analyze, and interpret data, make recommendations/decisions.
- Ability to quickly analyze a situation/troubleshoot problems that may develop in document processing.
- Test systems, use deductive reasoning, and adapt to changes/updates on a continuous basis.
- Organize, and delegate workload, ensuring deadlines are met.
- Ability to work in a fast pace, team-oriented environment.
- Flexible work hours, adaptable, with the ability to work independently or in a team setting
Qualifications/Education/Experience And Training
High school diploma or GED. Associate’s degree, or equivalent, in related field from a two-year
college/technical school; and 2 years related work experience, or equivalent combination of
education and/or experience. Knowledge of real estate (mortgage) documents and county
documents recording process is a must.
Physical Requirements
This position requires you to be able to lift up to 25 pounds.
