Escrow Administrative Assistant

Job Description

Job Description

We are looking for an organized Escrow Administrative Assistant to support real estate closing activities for a Contract assignment in Newport Beach, California. In this role, you will partner closely with escrow staff and external parties to keep transactions moving efficiently, accurately, and in compliance with established procedures. This opportunity is well suited for someone with hands-on escrow coordination experience who can manage documentation, communication, and timelines in a fast-paced environment.

Responsibilities:
• Set up and maintain escrow files by entering transaction details, reviewing incoming information, and keeping records current throughout the closing process.
• Prepare, collect, and organize purchase contracts, title documents, lender packages, payoff statements, and other closing-related materials.
• Communicate with buyers, sellers, agents, lenders, and internal team members to obtain missing items and provide timely updates on file status.
• Support pre-closing activities by requesting payoffs, confirming required documentation, and assisting with settlement statement preparation.
• Track incoming and outgoing funds, help coordinate disbursements, and ensure financial records are documented accurately.
• Schedule signings and closing appointments, confirm participant readiness, and help keep milestones on target.
• Respond to transaction questions with professionalism and escalate issues when needed to help avoid delays.
• Maintain file integrity by following escrow procedures, recordkeeping standards, and applicable regulatory requirements.• Prior experience in escrow support, escrow processing, or a closely related title and closing function.
• Working knowledge of real estate transactions, title procedures, and escrow documentation.
• Familiarity with loan-related paperwork and coordination with lenders during closing activities.
• Ability to manage multiple files at once while maintaining accuracy and meeting deadlines.
• Strong written and verbal communication skills for working with clients and transaction partners.
• Proficiency in administrative tasks such as data entry, document organization, and calendar coordination.
• Background in the mortgage, title, or commercial real estate industry is highly valued.