Specialist, Note Team

Guild Mortgage Company , closing loans and opening doors since 1960. We are dedicated to serving homeowners and buyers. Position Summary The Note Specialist plays a key role in the company’s Investor Fulfillment process by handling the receipt, processing, tracking, and shipment of original mortgage Notes and related collateral. This entry‑level position supports the end‑to‑end movement of physical Notes, from receipt through warehouse coordination to investor delivery, while ensuring accuracy, compliance, and timely execution. The role also includes managing inbound escalations from our third‑party vendor and assisting with document retrieval when issues arise. Note Specialists are expected to grow their knowledge of investor expectations and shipping timelines over time and will eventually take ownership of low‑risk pipelines and report reconciliation. Compensation This role is a non‑exempt position with a targeted salary range of $17.70/hour to $24.87/hour. Compensation at Guild is influenced by a wide array of factors including but not limited to local and federal minimum wage requirements, education, level of experience, and applicant’s geographical location. Essential Functions Open, sort, and identify incoming USPS, UPS, and FedEx mail addressed to “Final Docs – Notes”; create file folders and properly label Notes with borrower name, loan number, and warehouse identifiers. Identify first vs. second lien Notes and elevate discrepancies or issues to the Note Supervisor. Build and package daily warehouse bank shipments in accordance with individual warehouse guidelines and shipping protocols. Log, file, and prepare all received Notes for shipment; ensure correct sorting by warehouse destination. Track Notes that have not funded and report discrepancies to the Note Supervisor. Support investor delivery by preparing Notes for shipment to investors post‑purchase and reconciling documentation with warehouse data. Coordinate and complete Note returns for loans rejected by investors or needing repurchase. Respond to escalated document requests and work with internal teams or external partners to retrieve missing items. Assist in auditing incoming Notes for completeness, accuracy, and compliance with internal and investor standards. Enter and update data in internal systems (e.g., I‑5) to reflect shipping status, return tracking, and daily Note activity. Assist with warehouse suspense items under guidance from senior team members. Create Allonges to Notes as needed for loan sales or servicing requirements. Create Assignments of Mortgage as part of the delivery package or post‑closing correction process. Recommend process improvements or report recurring issues to the Note Supervisor or Manager. Participate in cross‑training and team meetings to expand functional knowledge and support departmental flexibility. Perform other duties as assigned. Qualifications High School Diploma or equivalent, required. Minimum one year experience in document handling, mailroom, data entry, or shipping logistics preferred. Ability to effectively use email, word processing, desktop, electric typewriter, ten‑key calculator, photo copiers. Ability to perform well under deadline pressure. Utilize organizational skills; ability to monitor and be responsive to various deadlines. Ability to convey important information to management and staff members through the Email system, in person and on the telephone. Ability to understand Federal, State, Investor and regulatory agency material. Detail‑oriented and able to spot discrepancies in physical and digital documentation. Comfortable working with physical paperwork and shipping tasks in a fast‑paced setting. Ability to learn investor requirements and department processes over time. Strong organizational skills and ability to meet time‑sensitive deadlines. Basic computer proficiency (Microsoft Outlook, Excel, Word); experience with document tracking a plus. Good communication skills and professionalism when working with internal teams or external vendors. Excellent verbal and written communication skills required. Highly organized and detail‑oriented; ability to work in a fast‑paced, metrics‑driven environment required. Proficiency in Microsoft Office Suite, Word, Excel, Wiki, collaborative cloud‑based programs, and third‑party software applications required. Commitment to company values. Customer Service – Proactive attention to each person. Integrity – Do and say what’s right. Respect – Treat others with dignity. Collaboration – Listen and work together. Learning – Seek knowledge and strive for improvement. Excellence – Deliver the unexpected. Requirements Work is primarily sedentary; mobility in an office setting. Frequent use of computer keyboard and mouse. Ability to accurately interpret sounds and associated meanings at a volume consistent with interpersonal conversation. Regularly required to accurately perceive, distinguish and interpret information received visually and through audio; e.g., words, numbers and other data broadcasted aloud/viewed on a screen, as well as print and other media. Learn new tasks, remember processes, maintain focus, complete tasks independently, and make timely decisions in the context of a workflow. This role requires effective adaptation to workplace stressors, including customer service complaints, security responsibilities, and competing priorities. Must be able to adhere to process protocol. Must be able to apply established protocols in a timely manner. Work is primarily performed during the business week, Monday - Friday. Supervision & Job Scope Responsible for understanding the department/functional area objectives and goals and how own job contributes to achievement of these goals; may contribute insights and ideas on policies, procedures, and efficiency; may recommend changes and enhancements based on analysis and evaluation of circumstances. Complexity: Problems are often complex and specialized and may involve unprecedented circumstances; resolution requires investigation, analysis and review of professional/organizational standards. Impact: Decisions and actions have an impact on the smooth operation and time‑frames of the department, programs/projects; impact on the broader organization is generally indirect. Interaction/Supervision: Acts as a mentor/guide to less experienced professional contributor staff in a similar role; works independently and only under general direction; guided by professional standards, desired outcomes, and project plan specifications. Benefits Guild offers a pleasant work environment, competitive compensation and excellent benefits package; including medical, dental, vision, life insurance, AD&D, LTD and 401(k) with employer match. Reference Number REQ#: SPECI018181 Equal Opportunity Statement Guild Mortgage Company is an Equal Opportunity Employer. Equal Opportunity Employer. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr