Escrow Coordinator

About Fairgrove Property Management:

Fairgrove Property Management provides industry-leading residential property management services to real estate investors and residents throughout Southern California. Founded in 1976, the Irvine, CA-based company makes owning investment properties profitable and effortless. Four decades of experience in the residential real estate sector empowers Fairgrove to deliver a combination of exceptional operational expertise and innovative technology to both owners and residents. The company's management approach enables stress-free, passive investing for owners, and provides residents with quality housing where service is the highest priority. Fairgrove Property Management operates in four major Southern California markets and is rapidly expanding across the West.


Job Summary:

The Escrow Coordinator manages the administrative process related to property sales, ownership transfers, and escrow requests for assigned communities. This position works closely with escrow officers, title companies, homeowners, real estate agents, HOA managers, and internal accounting teams to provide accurate community information, documents, account balances, and transfer requirements in a timely manner.

Requirements

Key Responsibilities

• Process HOA resale and escrow requests accurately and within required timeframes.
• Communicate with escrow officers, title companies, homeowners, agents, and vendors regarding HOA requirements.
• Prepare and provide HOA resale documents, account information, fees, and transfer requirements.
• Review homeowner accounts for outstanding balances, violations, fees, and other charges related to a sale or transfer.
• Coordinate with accounting and management teams to verify account balances and financial information.
• Process ownership transfers and maintain accurate homeowner records.
• Respond to escrow and resale inquiries by phone and email.
• Track outstanding escrow requests and follow up to ensure timely completion.
• Maintain organized and accurate escrow, resale, and ownership-transfer records.

Escrow & Administrative Support

• Prepare resale packages, questionnaires, demand statements, transfer documents, and other HOA documentation as required.
• Review governing documents and community requirements to ensure accurate information is provided.
• Coordinate collection of applicable transfer, document, disclosure, and other HOA fees.
• Work with internal departments to resolve account or documentation discrepancies.
• Maintain confidentiality of homeowner and financial information.
• Update company systems and databases with ownership and escrow-related information.

Operational Support

• Coordinate with HOA managers, accounting staff, escrow companies, title companies, and real estate professionals.
• Monitor deadlines and ensure escrow requests are completed and delivered on time.
• Provide professional customer service throughout the resale and transfer process.
• Assist with improving escrow and resale procedures.
• Perform other administrative duties as assigned.

Qualifications

• 1+ years of experience in HOA, escrow, title, real estate, property management, or administrative support.
• Experience with HOA resale or transfer processes preferred.
• Strong attention to detail and organizational skills.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office 365 and standard office software.
• Ability to manage multiple requests and meet deadlines.
• Strong customer service and follow-up skills.
• Ability to work professionally with escrow officers, title companies, homeowners, and real estate professionals.
• HOA or community association experience preferred.