About Client:
The Client is specialised in title insurance and related services required for settlement by the real estate and mortgage industries, provided by our family of companies and high-quality network of policy-issuing offices. Its continued growth allows it to continue innovating and investing in key initiatives that propel the company forward in the real estate space.With a rich history dating back several decades, it has become a trusted name in the industry, offering comprehensive solutions to protect property buyers, sellers, and lenders from potential risks and uncertainties.
Job Description:
- The Office Manager / Administrative Assistant to the Operations Director for Title & Escrow Operations is responsible for supporting the daily administrative, operational, and office management functions of a busy title and escrow office.
- This role ensures the efficient flow of transactions, supports title and escrow staff, coordinates office operations, assists with compliance and accounting functions, and provides exceptional service to customers, lenders, real estate professionals, and internal stakeholders.
- The ideal candidate is highly organized, resourceful, detail-oriented, and capable of managing multiple priorities in a fast-paced real estate transaction environment. Prior title, escrow, settlement services, or real estate experience is strongly preferred.
Key Responsibilities:
Office & Operations Management: - Manage daily office operations to ensure an efficient and professional work environment.
- Maintain office supplies, equipment, technology resources, and inventory.
- Coordinate office maintenance, vendor relationships, building management, and service providers.
- Assist with office budgeting, expense management, and cost-control initiatives.
- Support implementation and documentation of operational processes and workflow improvements.
- Maintain office security procedures, access controls, and emergency preparedness records.
- Assist leadership with branch operations, administrative oversight, and special projects.
Title & Escrow Operations Support: - Provide administrative support to title officers, escrow officers, underwriters, and management.
- Assist with file intake, order entry, transaction tracking, and file organization.
- Coordinate receipt and distribution of title commitments, reports, closing packages, and related documents.
- Monitor transaction pipelines and assist with workflow management to ensure files move efficiently through the closing process.
- Facilitate communication among buyers, sellers, lenders, real estate agents, attorneys, surveyors, and vendors.
- Support scheduling of closings, signings, and client meetings.
- Assist with post-closing file organization, retention requirements, and archival procedures.
- Maintain familiarity with title and escrow software systems and operational platforms.
Compliance & Risk Management: - Assist management with compliance initiatives and operational audits.
- Help maintain records in accordance with company policies, regulatory requirements, privacy standards, and industry best practices.
- Support procedures related to data security, fraud prevention, and protection of confidential customer information.
- Assist with licensing, continuing education tracking, and recordkeeping requirements as applicable.
- Ensure adherence to company policies regarding transaction documentation and file management.
Administrative Support: - Serve as the first point of contact for visitors, customers, and business partners.
- Answer incoming calls and direct inquiries appropriately.
- Manage general office and branch email accounts.
- Coordinate executive and management calendars, meetings, and conference scheduling.
- Prepare correspondence, reports, presentations, and other business documents.
- Maintain organized digital and physical filing systems.
- Arrange travel, meetings, and company events as needed.
- Exercise discretion and confidentiality regarding customer, employee, and company information.
Finance & Escrow Accounting Support: - Process accounts payable and accounts receivable transactions.
- Review invoices and coordinate vendor payments.
- Assist with office expense reconciliation and reporting.
- Support payroll administration and employee timekeeping processes.
- Coordinate with accounting personnel regarding billing, revenue reporting, and financial documentation.
- Assist with escrow accounting administrative functions, reporting, and record maintenance as directed.
- Maintain accurate financial records in accordance with company procedures.
Team Leadership & Staff Support: - Support management in onboarding and training administrative personnel.
- Assist with coordinating workloads among administrative staff.
- Participate in employee engagement initiatives, staff meetings, and office events.
- Support recruiting, interviewing, and onboarding activities as needed.
- Foster a professional, customer-focused, and collaborative culture.
Qualifications : - 5 years of experience in office management, administration, title, escrow, real estate, mortgage, or related professional services environments.
- Prior experience in a title company, escrow office, real estate brokerage, mortgage company, or law office strongly preferred.
- Experience supporting transaction-based operations highly desirable.
- Supervisory or team leadership experience preferred.
- Experience with accounts payable, accounts receivable, payroll support, or bookkeeping preferred.
Education: - High school diploma or equivalent required.
- Associate's or Bachelor's degree in Business Administration, Accounting, Real Estate, Management, or a related field preferred.
Technical Skills: - Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint.
- Experience with title and escrow production systems and document management platforms preferred.
- Familiarity with accounting software such as QuickBooks or similar financial systems.
- Ability to quickly learn proprietary title, escrow, and operational software applications.
Core Competencies: - Strong understanding of office administration and workflow management.
- Excellent organizational and time-management skills.
- Strong attention to detail and accuracy.
- Ability to prioritize multiple tasks in a deadline-driven environment.
- Outstanding customer service and communication skills.
- Professional judgment, discretion, and confidentiality.
- Strong problem-solving and critical-thinking abilities.
- Ability to work independently while collaborating effectively with escrow, title, underwriting, and management teams.
- Knowledge of real estate transaction processes, title operations, or escrow procedures preferred.
Preferred Attributes: - Customer-focused with a commitment to service excellence.
- Proactive, adaptable, and solutions-oriented.
- Comfortable working in a fast-paced closing environment with competing deadlines.
- Strong relationship-building skills with customers, lenders, agents, attorneys, and vendors.
- Demonstrated ability to anticipate operational needs and resolve issues efficiently.
- Commitment to maintaining the highest standards of professionalism, compliance, and confidentiality.
Ideal Candidate: - This position is ideal for an experienced office administrator or office manager who understands the title and escrow industry and enjoys supporting transaction teams, improving office operations, managing administrative processes, and helping clients and staff navigate a fast-paced real estate closing environment.
- Candidates who do not have title and escrow background will still be considered for the role.
Skills/Experience: - 5 years of experience in office management, administration, title, escrow, real estate, mortgage, or related professional services environments.
- Prior experience in a title company, escrow office, real estate brokerage, mortgage company, or law office strongly preferred- candidates who do not have this background will still be considered for the role
- Experience supporting transaction-based operations highly desirable.
- Supervisory or team leadership experience preferred.
- Experience with accounts payable, accounts receivable, payroll support, or bookkeeping preferred.
Requirement: - High school diploma or equivalent required.
- Associate's or Bachelor's degree in Business Administration, Accounting, Real Estate, Management, or a related field preferred.
Please note that ApTask offers subsidized insurance coverage to our employees.
About ApTask:
ApTask is a leading global provider of workforce solutions and talent acquisition services, dedicated to shaping the future of work. As an African American-owned and Veteran-owned company, ApTask offers a comprehensive suite of services, including staffing and recruitment solutions, managed services, IT consulting, and project management. With a focus on excellence, collaboration, and innovation, ApTask provides unparalleled opportunities for professional growth and development. As a member of the ApTask team, you will have the chance to connect businesses with top-tier professionals, optimize workforce performance, and drive success across diverse industries. Join us at ApTask and be part of our mission to empower organizations to thrive while fostering a diverse and inclusive work environment.
Applicants may be required to attend interviews in person or by video conference. In addition, candidates may be required to present their current state or government issued ID during each interview.
Candidate Data Collection Disclaimer:
At ApTask, we prioritize safeguarding your privacy. As part of our recruitment process, certain Personally Identifiable Information (PII) may be requested by our clients for verification and application purposes. Rest assured, we strictly adhere to confidentiality standards and comply with all relevant data protection laws. Please note that we only collect the necessary information as specified by each client and do not request sensitive details during the initial stages of recruitment.
If you have any concerns or queries about your personal information, please feel free to contact our compliance team at [email protected].
Applicant Consent:
By submitting your application, you agree to ApTask's (www.aptask.com) Terms of Use and Privacy Policy, and provide your consent to receive SMS and voice call communications regarding employment opportunities that match your resume and qualifications. You understand that your personal information will be used solely for recruitment purposes and that you can withdraw your consent at any time by contacting us at 732-355-8000 or [email protected]. Message frequency may vary. Msg & data rates may apply.
