Title Assistant

The Role

Under the direction of the Title Assistant Team Lead the Title Assistant performs specialized title processing and clerical duties, including order entry, checking documents, title updates, and provides courteous information to customers, as well as assisting the title officer in preparing and delivering files.  Assists customers with requests placed over the telephone or by email. Helps the exam team process Title Commitments.

Principal Duties and Responsibilities: 

• Work cooperatively and courteously with others
• Assists title officers in maintaining a high level of customer service in the processing of title orders by performing the following typical clerical duties:
• Open orders
• Filing, both manually and electronically
• Document retrieval
• Provide backup to other departments
• Occasional relief for receptionist
• Set-up files for searching
• Place back-up documentation in the correct title files; both manually and electronically
• Answer client questions
• Complete title search Updates
• Call-back charges
• Prepare invoices/bills for clients
• Various clerical duties involved in processing a title order
• Customer service using telephones and written correspondence
• Administer mail
• Administer Email box
• Photocopy and email documents
• Assists Title Officers, as needed
• Abstracts documents, legal descriptions, property inspection orders and other similar material.  May compose cover letters and letters/emails requesting documents, statements of information and related documents and items from escrow clientele, for the purpose of facilitating processing of the title order.
• Type and prepare commitments and title reports
• Opens correspondence and attached documents, tax reports and corresponding legal documents.  Maintains numerical filing system and log of orders opened and closed.
• Assists customers by answering their inquiries regarding programs, progress of order and adjusting work priorities to meet customer deadlines.  Take recording instructions from escrow officer and reviews file for correct vesting, legal description and order liability.  Indicates on write-up sheet authorized exceptions to be included or eliminated in title policy.
• Performs other title support duties such as ordering county certified copies of county recorded documents, reviewing and correcting policies and comparing legal descriptions.
• Learn the rules and procedures of title support at the assigned location.
• Learn specific policies and procedures of the North American Title Company.
• Other responsibilities as assigned.

Education and Experience Requirements:

• Completion of high school and two years of experience in the Title Industry
• Terminology and documents related to title search, title chain and property ownership.
• Basic terminology and documents related to title searches and examinations, knowledge of title chains and property ownership.
• Customer service techniques.
• Maintaining accuracy and high productivity and meeting urgent, fixed deadlines.
• Establishing and maintaining effective working relationships with those contacted in the course of the work, including real estate agents, escrow officers, attorneys and others.
• Clear, concise and effective oral and written communication.
• The ability to identify, obtain and organize documents.
• Printing, sorting and assembling documents rapidly and accurately.
• Operating at a high level of productivity and efficiency to meet deadlines in a high volume environment.
• Ability to identify numerical sequence in relation to the labeling on documents to obtain the correct document or file, quickly and accurately.
• Basic math for calculating vesting, pricing, and pay-off demands, etc. 

Physical Requirements:

This is a position which requires the Title Assistant to have the ability to operate computer equipment, speak, hear, travel, bend, stoop, reach, lift and move and carry up to 25 lbs. Finger dexterity is necessary. In addition, the position requires occasional automobile and domestic air travel.

This description outlines the basic responsibilities and requirements for the position noted. This is not a comprehensive listing of all job duties of the Associates. Duties, responsibilities and activities may change at any time with or without notice.