Title Clerk - Document Specialist

Job Description

Job Description

Our client is in need of a detail-oriented Title Clerk. This role focuses on reviewing, organizing, and maintaining business and property-related records, with an emphasis on identifying document gaps and helping secure complete file sets. The ideal candidate brings practical experience with researching title documentation, secretary of state document. identify missing documents, strong file management skills, and the ability to work effectively with both physical and electronic records with high level of confidentiality.

Responsibilities:

• Review hard copy and electronic files tied to multiple business entities and property matters, then create a clear inventory of available records and their status.

• Assess document packages for accuracy and completeness by recognizing key legal, corporate, and acquisition-related paperwork that should be present.

• Investigate missing items within each file and coordinate efforts to obtain replacement copies from outside sources such as title companies or other record holders.

• Support the preparation of needed documentation by helping initiate requests for drafting, execution, or third-party assistance when records cannot be located.

• Assemble finalized files into a consistent and well-structured format for both paper storage and digital access.

• Scan, label, and sort documentation to improve retrieval, tracking, and overall file organization.

• Examine title-related materials and preliminary reports to help confirm that supporting records align with transaction needs.

• Maintain accurate documentation logs and communicate progress, outstanding items, and file deficiencies to the appropriate stakeholders.

• At least 2 years of experience in title, document control, records administration, or a related field.
• Working knowledge of title searches, title review, title clearing activities, and preliminary title documentation.
• Ability to recognize common business formation records, company agreements, and property acquisition documents.
• Experience handling both physical files and scanned digital records with strong attention to detail.
• Strong organizational skills with the ability to manage multiple files and follow up on missing documentation.
• Comfortable working with external parties to request records or coordinate document retrieval.
• Proficiency in document scanning, indexing, and maintaining structured filing systems.