Receptionist / Processor

Receptionist / Processor

We are seeking a detail-oriented, welcoming, and proactive Receptionist/Processor to join our team. In this dual role, you will be the face and voice of our title company, greeting clients and managing the front desk with professionalism and warmth. Additionally, you will provide critical support to our escrow and processing teams by handling light title processing duties.

The ideal candidate is a master multitasker who thrives in a fast-paced environment, possesses excellent communication skills, and has a keen eye for detail.

Key Responsibilities

Front Desk & Reception

• First Impressions: Greet clients, real estate agents, lenders, and buyers/sellers with a warm, professional demeanor.
• Communication Hub: Answer and route incoming phone calls, take accurate messages, and respond to general email inquiries promptly.
• Closing Hospitality: Maintain the neatness of the reception area and closing rooms; prepare refreshments for clients during settlement meetings.
• Mail & Deliveries: Receive, sort, and distribute daily mail, packages, and sensitive legal/financial documents (e.g., earnest money checks).

Light Title Processing

• Order Entry: Open new title files in the company's software platform upon receipt of real estate contracts and order requests.
• Document Retrieval: Order necessary certifications, including tax assessments, HOA disclosure packages, payoffs, and municipal lien searches.
• Data Verification: Review incoming documents for accuracy and completeness, flagging any missing information for the file processor.
• Client Coordination: Assist in gathering basic information from buyers, sellers, and agents (e.g., missing signatures, contact information).
• Post-Closing Support: Assist with scanning, e-recording, mailing out finalized title policies, and disbursing checks as needed.

Qualifications & Skills

• Experience: 1–2 years of experience in a receptionist, administrative, or customer service role. Experience in real estate, mortgage, or title industry is a major plus but not required (we will train the right person).
• Tech-Savvy: Proficient in Microsoft Office Suite (Word, Excel, Outlook). Ability to quickly learn industry-specific software (e.g., Qualia, SoftPro, RamQuest).
• Attention to Detail: High level of accuracy in data entry and a knack for spotting errors in paperwork.
• Communication: Exceptional verbal and written communication skills; ability to remain calm and polite under pressure.
• Organization: Strong time-management skills with the ability to pivot between greeting a client and focusing on administrative tasks seamlessly