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Key Responsibilities and Required Skills for Escrow Assistant

💰 $45,000 - $65,000

Real EstateFinanceLegalAdministrative Support

🎯 Role Definition

Are you a highly organized and detail-oriented professional with a passion for real estate? This role requires a proactive and dedicated Escrow Assistant to join our dynamic team. In this pivotal role, you will be the backbone of our escrow operations, providing essential support to Escrow Officers and ensuring a seamless, positive closing experience for clients, real estate agents, and lenders. You are the central hub of communication and coordination, meticulously managing documentation, timelines, and funds. The ideal candidate thrives in a fast-paced environment, possesses an unwavering commitment to accuracy, and excels at building strong professional relationships. If you're ready to build a rewarding career in the title and escrow industry, we want to hear from you!

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Executive Assistant (especially in legal or real estate)
  • Loan Processor Assistant or Mortgage Assistant
  • Bank Teller or Personal Banker
  • Paralegal Assistant

Advancement To:

  • Escrow Officer / LPO (Limited Practice Officer)
  • Senior Escrow Officer
  • Escrow Branch Manager or Operations Manager

Lateral Moves:

  • Title Officer or Title Examiner
  • Loan Processor
  • Real Estate Transaction Coordinator
  • Compliance Specialist (Real Estate/Finance)

Core Responsibilities

Primary Functions

  • Open new escrow transaction files, ensuring the accurate input of all critical data from the purchase and sale agreement.
  • Act as a primary liaison, providing status updates and gathering information from clients, real estate agents, lenders, and other stakeholders.
  • Meticulously review and interpret real estate contracts, counter-offers, and addendums to ensure all terms and conditions are met.
  • Order and review title commitments, HOA resale packages, payoff demands, and other essential documents required for closing.
  • Assist the Escrow Officer in identifying and clearing title report requirements, liens, and judgments prior to closing.
  • Prepare accurate estimated net sheets and preliminary Closing Disclosures (CDs) for review by all parties.
  • Coordinate and schedule closing appointments with buyers, sellers, and notaries, confirming logistics and document readiness.
  • Prepare and organize loan document packages for signing, ensuring all required signatures and notarizations are properly executed.
  • Handle the receipt of earnest money deposits and the disbursement of funds with extreme accuracy, adhering to all trust accounting principles.
  • Conduct pre-closing file audits to verify that all necessary documents, funds, and conditions have been satisfied.
  • Prepare files for recording with the county, including verifying legal descriptions, transfer taxes, and recording fees.
  • Perform comprehensive post-closing file audits and manage the final disbursement of funds and delivery of closing packages.
  • Provide an exceptional level of customer service by responding to all phone and email inquiries with professionalism and a sense of urgency.
  • Maintain highly organized and compliant digital and physical files according to company policy and industry regulations.
  • Assist with balancing the escrow file and preparing it for final policy issuance and distribution.
  • Proactively identify potential closing issues or delays and escalate them to the Escrow Officer with potential solutions.
  • Adhere strictly to all regulatory guidelines, including RESPA, TRID, and anti-fraud protocols, throughout every transaction.
  • Process opening orders, initiate title searches, and distribute initial file packages to all relevant parties.
  • Support the Escrow Officer by managing calendars, tracking critical dates, and following up on outstanding file conditions.
  • Prepare and send out final closing statements and title policies to clients, agents, and lenders upon completion of the transaction.
  • Develop and maintain strong working relationships with a network of real estate professionals to foster repeat business.

Secondary Functions

  • Assist with general office administrative tasks, including supply ordering, mail distribution, and maintaining a professional office environment.
  • Contribute to team meetings by providing updates on file status and collaborating on process improvements.
  • Support business development efforts by preparing marketing materials and assisting with client appreciation events.
  • Participate in ongoing training and professional development to stay current on industry trends, regulations, and best practices.

Required Skills & Competencies

Hard Skills (Technical)

  • Escrow Software Proficiency: Hands-on experience with industry-standard software such as SoftPro, RamQuest, ResWare, or similar platforms.
  • Real Estate Document Knowledge: Strong understanding of purchase agreements, title commitments, loan documents, and closing disclosures.
  • Regulatory Compliance: Working knowledge of TRID, RESPA, and other state and federal regulations governing real estate transactions.
  • Microsoft Office Suite: High proficiency in Outlook, Word, and Excel for communication, document creation, and data management.
  • Fast & Accurate Typing: Strong data entry skills with a high words-per-minute (WPM) count and minimal errors.
  • Trust Accounting Principles: Basic understanding of handling and balancing trust accounts, including deposits and disbursements.
  • Title Curative Process: Familiarity with the steps required to clear common title issues and exceptions.

Soft Skills

  • Exceptional Attention to Detail: An unwavering focus on accuracy is critical to prevent errors in documents and financial calculations.
  • Superior Organizational Skills: Ability to manage a high volume of files, prioritize competing tasks, and meet strict deadlines.
  • Excellent Communication: Clear, professional, and empathetic communication skills, both written and verbal, for interacting with a diverse range of clients and partners.
  • Proactive Problem-Solving: The ability to anticipate challenges, identify issues, and take initiative to find solutions.
  • Strong Customer Service Mindset: A genuine desire to provide an outstanding and stress-free experience for all parties involved.
  • Team Collaboration: Ability to work effectively and supportively within a team-oriented environment.
  • Discretion and Integrity: High degree of professionalism and ethical conduct when handling confidential and sensitive information.
  • Adaptability Under Pressure: The capacity to remain calm, focused, and effective in a fast-paced, deadline-driven setting.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.
  • Notary Public commission is a strong plus.

Relevant Fields of Study:

  • Business Administration
  • Finance
  • Real Estate
  • Paralegal Studies

Experience Requirements

Typical Experience Range: 1-3 years of direct experience in an escrow, title, real estate, or mortgage lending environment.

Preferred: We strongly prefer candidates with at least one year of experience working as an Escrow Assistant or in a closely related role. However, we are open to training a highly motivated candidate with a strong administrative background and a demonstrated interest in the real estate industry.

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