Order Entry Specialist

Order Entry Specialist

Full Time | Hybrid/ Onsite | Rochester, NY

Salary Range: $20.00/ hr - $22.00/ hr

Pay Transparency: Compensation may vary outside of this range depending on a number of factors, including a candidate's qualifications, skills, competencies and experience, and location. Base pay is one part of the total package that is provided to compensate and recognize employees for their work.

About ABAR Abstract

Over the past decade, ABAR Abstract has grown to become one of New York's most trusted providers of expert real estate abstracts by working closely with lenders, attorneys and buyers to help simply and expedite closing. We've recently invested in growing our footprint and in new technologies to streamline policies, procedures, and communications. Now we are looking for another addition to our growing team to continue to provide expertise in title insurance and real estate information and searching services.

Why Us?

Benefits offered by ABAR Abstract:

• Insurance: Medical, Dental, Vision, Company Paid Life Insurance
• Time Off: Paid Time Off, Sick Time, Federal Holidays
• Additional Perks: Employee Referral Fee, HSA Employer Contribution, Employee Mortgage Loans, Hybrid work environment

Role & Responsibilities

The Order Entry Specialist is responsible for reviewing incoming title orders, entering and validating data in our systems, organizing documentation, and ensuring accuracy before files move forward in production.

The ideal candidate thrives in a fast-paced, technology-driven environment, exercises strong critical thinking skills to identify and resolve discrepancies, and contributes to a culture of accuracy, efficiency, and teamwork

Order Intake & Data Entry

• Accurately enter new title orders into the company's title production system.
• Review and validate information provided by clients, attorneys, lenders, and internal teams for completeness and accuracy.
• Ensure all property information, client details, and transaction types are entered correctly and consistently.

Document Management

• Upload, label, and organize supporting documents (purchase contracts, lender instructions, abstracts, prior policies, tax searches, etc.).
• Ensure attachments are properly indexed and accessible within the file.
• Identify missing or incomplete documentation and proactively follow up.

Quality Control & Problem Solving

• Spot discrepancies in ownership, parcel numbers, or order instructions and escalate as appropriate.
• Use logical reasoning and curiosity to verify information and prevent errors downstream.
• Flag unusual or complex orders for examiner or management review.

Technology & System Use

• Navigate multiple software systems and online databases to verify property information, taxes, judgments, and prior title records.
• Utilize macros, templates, and system automations to streamline order setup.
• Apply problem-solving skills when systems produce errors or when data doesn't align.

Communication & Collaboration

• Communicate clearly and professionally with clients, attorneys, lenders, and internal team members to obtain missing information or clarify instructions.
• Work closely with all parties to ensure files are opened correctly and efficiently.
• Maintain a customer-first mindset while balancing company procedures and underwriting requirements.

This job description reflects management's assignment of essential functions; and nothing in this herein restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Qualifications for this position

Experience

• Prior experience in title insurance, real estate, banking, or legal industry preferred, but not required
• Previous use of AccuTitle preferred

Transferable Skills

• Strong computer skills; comfortable working with title production software, cloud-based systems, Microsoft Office, and online research tools
• Excellent critical thinking and problem-solving skills; ability to assess incomplete information and determine next steps
• Exceptional attention to detail and organizational skills
• Strong written and verbal communication skills
• Ability to manage multiple tasks simultaneously and meet deadlines in a high-volume environment

Working Conditions

The Order Entry Specialist is primarily in an office setting and may be exposed to outdoor conditions.

The working conditions are classified as sedentary work:

• Sedentary work - Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.