Office Manager/ Admi Assistant

Pre-Screen Questions

1. Does this candidate have 5+ years of experience in office management and administration experience?
2. What type of office did this person manage? How many reported to them?
3. Does this candidate have reliable arrangements in place to ensure they can consistently meet the attendance and scheduling requirements of this position?
4. Does this candidate have any experience with accounts payable, accounts receivable, payroll support, or bookkeeping? If so, please specify which.

Contract to Hire

Candidates who do not have title and escrow background will still be considered for the role.

Position Summary

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

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.
• Experience supporting transaction-based operations highly desirable.
• Supervisory or team leadership experience preferred.