Document specialist

Primary Function

The Document Administration Specialist III is responsible for reviewing mortgage documentation to ensure clear title of loans serviced by Shellpoint Mortgage Servicing (SMS).

The DC specialist is also responsible for receiving, cataloging, and shipping requested collateral and / or servicing documentation or full physical files to 3rd party firms, 3rd party document custodians, and / or 3rd party vendors.

The Document Administration Specialist III communicates heavily with vendors and inter-departmental staff to facilitate all title curative issues in a timely manner.

The Document Administration Specialist III is expected to have mastered all aspects of their function and be able to think critically about the process to solve novel issues as they arise.

They should be able complete their workload with limited input from supervisors while acting as a resource for more junior team members.

Direct Reports

N / A

Principal Duties

Identify, process, and prepare required documents (Lien Release, Assignments of Mortgage, Allonges, Lost Note Affidavits, Lost Mortgage Affidavits, Partial Releases, Assumptions, etc.

for loans serviced by Shellpoint Mortgage Servicing with various levels of complexity.

• Review prepared loan documentation to ensure thoroughness, accuracy, and completeness with documentation standards.
• Ensure requested documentation is accurately completed within specific task SLAs.
• Request collateral files from investor designated document custodians to ensure that all needed documentation is obtained (within specific SLAs) to efficiently process Loss Mitigation, Bankruptcy and Foreclosure proceedings.
• Review daily task queue and exception reports to ensure completion of assigned duties within specific SLAs.
• Update and annotate all actions / follow-ups processed on loans in all appropriate systems.
• Prepare required reporting management, investor, vendor, etc.
• Update Mortgage Electronic Records System, Inc. (MERS) database to ensure adequate reporting of changes in mortgage servicing rights and beneficial ownership interests in loans serviced by SMS.
• Update and maintain real-time inventory of received physical collateral and servicing files.
• Update and maintain real-time inventory of images of documents contained within the physical collateral and servicing files received.
• Identify, process, catalog / inventory and prepare shipments of any requested documents (Assignments of Mortgage, Allonges, Lost Note Affidavits, Lost Mortgage Affidavits, etc.

or full collateral / servicing files for loans serviced by Shellpoint Mortgage Servicing with various levels of complexity.

• Ensure requested collateral files and / or specific documents are accurately processed within the inventory system within predefined SLAs.
• Review and process exception reporting at various stages of the inventory and check-in / check-out process.
• Complete monthly inventory audits with custodians, file centers and the onsite file room.
• Performs related duties as assigned by supervisor.

Education and Experience Requirements

• High school diploma or equivalent, required.
• Associates or bachelor’s degree preferred.
• 5 years’ experience in Document Administration in Mortgage Servicing or similar field.

Knowledge, Skill, and Ability Requirements

• Basic understanding of mortgage servicing industry Loss Mitigation, Bankruptcy, Foreclosure, and REO (Real Estate Owned)
• Ability to handle confidential material in a professional, ethical manner.
• Strong interpersonal skills to build and maintain professional relationships with vendors, co-workers, etc.
• Professional communication skills written & verbal
• Strong time management skills & ability to respond to vendor / inter-departmental requests in a timely fashion.
• Ability to prioritize workload to meet deadlines and achieve volume goals and performance standards.
• Proficient knowledge of MS Office Word, Excel & Outlook
• Research & analytical skills to comprehend applicable state laws.

Company Perks :

• 15 Paid Time Off (PTO) days and 18 after 1st anniversary!
• 9 Paid Holidays
• Employee Engagement Activities

Company Benefits :

• Medical (including Health Savings Account & Flexible Savings Account)
• Dental - RX Vision Life, Disability Insurance 401(k) Plan with company match! Employee Assistance Plan
• Performance-based Incentives
• Pet Insurance
• Advancement Opportunities Newrez NOW :
• Our Corporate Social Responsibility program, Newrez NOW, empowers employees to become leaders in their communities through a robust program that includes volunteering, philanthropy, nonprofit grants, and more
• 1 Volunteer Time Off (VTO) day, company-paid volunteer day where all eligible employees may participate in a volunteer event with a nonprofit of their choice
• Employee Matching Gifts Program : We will match monetary employee donations to eligible non-profit organizations, dollar-for-dollar, up to $1,000 per employee
• Newrez Grants Program : Newrez hosts a giving portal where we provide employees an abundance of resources to search for an opportunity to donate their time or monetary contributions

Last updated : 2024-06-19