Job Description

Job Description

Job Description

ESCROW COORDINATOR

SUMMARY OF DUTIES AND RESPONSIBILITIES

The Escrow Coordinator will ensure that all our clients requesting billing, customer service, escrow, and new development services receive the highest quality of service. The representative should be a team player and can work in a group or individually with little direction from their supervisor, anticipating and completing the appropriate steps required to complete the responsibilities assigned. This position will be responsible to provide support and guidance to the Community Association Managers, developer representatives, and accounting team members regarding all accounts receivable, new development, and escrow related correspondence and/or demands.

PRIMARY DUTIES AND RESPONSIBILITIES include, but are not limited to:

Billing & Escrow:

• Answer incoming billing, escrow, new development calls
• Maintain and update Association documents with 3rdparty Escrow services to include, but not limited to:
  • Welcome packages
  • Assessment amounts
  • Special assessments
  • Insurance
  • Offsite addresses
  • # of delinquencies over 30 days, etc.
  • Other documents as needed
• Add new Associations to 3rd party Escrow services and upload all docs and complete questionnaires
• Process escrow demands, to include open compliance items
• Open and track escrows in the company’s software platform
• Receive and process termite intent letters
  • Forward to Community Manager to determine responsibility
  • Inform Real Estate agents or escrow of determination and prepare termite letter of responsibility
• Process incoming correspondence and collect fees for document requests from homeowners
• Field phone calls and emails from escrow officers, real estate agents, appraisers, new development representatives, homeowners, property managers regarding updates, balance inquiries, documents, association questions, insurance
• Collect escrow checks and process/transfer ownership
• Update association spreadsheets and FHA/VA approval spreadsheet
• Process FHA/VA certifications and re-certifications
• Track developer phases and create demands per their DRE Budget and subsidy agreements as needed
• Maintain the needed information and manage processes for new development accounts including
  • DRE phase budgets and phasing schedules
  • Property unit lists
  • New development subsidy agreements
  • New development schedules
  • Developer unsold lots
  • New Development bonds and bond releases
  • Developer escrow closings
• Assist with the FHA approval process
• Assist in entering homeowner information for newly transitioned associations

SPECIALIZED SKILLS

The Escrow Coordinator must have good ‘people skills’ for building relationships with colleagues at all levels. Also needs to be able to demonstrate well established organizational skills and the ability to prioritize in an active team environment with many distractions. Excellent customer service, time management, attention to detail, and written and oral communication skills are necessary to perform the essential functions of the job. Critical thinking and problem-solving skills are also necessary to facilitate complex calls, ensuring items that need immediate attention are processed appropriately and efficiently. Ability to work independently or with a team in a fast-paced and high-volume environment exuding leadership and the ability to motivate others always maintaining a positive attitude.

EDUCATION and/or EXPERIENCE

• College Degree preferred but not required
• At least 1-year customer service experience, 2 or more years preferred
• Community Association Management experience is preferred, but not required.

TECHNICAL REQUIREMENTS

• MS Office – Excel, PowerPoint, Word, Outlook
• Community Management Software
• Office Phone System – Voicemail, call transfer, call hold, call park, and conference call
• Proficient software application and system knowledge and use
• Internet knowledge
• Operate postage meter, envelope stuffing machine, and copy machines

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Light physical effort (lift/carry/move objects up to 30 lbs)
• Must have finger dexterity for typing/using a keyboard
• Must be able to hear to receive telephone calls and voicemail messages
• Must be able to sit for long periods of time, keyboarding in front of computer terminal
• Must be mobile to move around the office to make copies, process mail, faxes and filing
• Walking, moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another

KNOWLEDGE, SKILLS, AND EXPERIENCE

• HOA (property management) experience preferred but not required
• At least 2 years escrow, new development, or collection experience preferred
• 4-year college degree is a plus, but not required
• Excellent communication skills (both written & verbal)
• Strong attention to detail skills
• Customer service driven
• Strong organizational and time management skills
• Critical thinking & problem-solving skills
• Proficient in Microsoft Office Suite

WORK ENVIRONMENT

The work environment characteristics described here are representative of those a team member encounters while performing the primary duties and responsibilities of the job. The position is full-time, located at the corporate office in Irvine, CA. The work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., and includes one (1) hour lunch break and two ten-minute breaks. The majority of the positions include sitting in an office environment requiring walking throughout the day to copy rooms and surrounding offices. The noise level in the work environment is usually moderate. This position requires some physical effort including lifting boxes up to 30 lbs., and does not entail operating controls, large machines, or equipment.

All employees are required to always conduct themselves in a professional manner and adhere to all company policies and procedures. This job description is not limited to the items listed above. Other assignments may be required as deemed necessary by the supervisor.

The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements which may be inherent in the position.

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