Recording Specialist

Recording Specialist

The Recording Specialist is responsible for preparing, reviewing, and submitting documents for recording with appropriate county offices to ensure compliance with court and regulatory requirements. This role confirms that all necessary information is accurate and complete, including property details, executed signatures, cover sheets, and recording fees. The Recording Specialist monitors recording status, resolves deficiencies, and ensures timely and accurate submission and tracking of recorded documents while maintaining confidentiality and service standards.
Essential Functions, Duties, and Responsibilities
Document Review & Preparation
Confirm and/or add all required information necessary for court recording, including preparation of cover sheets and verification of property information on deeds and deeds of trust.
Examine names, parties, and execution details on documents to ensure accuracy and completeness.
Detect errors and implement preventive measures prior to submitting recordings.
Calculate and verify recording fees for various document types (deeds, assignments, powers of attorney, releases, etc.) to ensure correct amounts are collected.
Recording Submission & Tracking
Create files within the system and scan/attach recording documents appropriately.
Submit recordings to proper counties via e-recording platforms or manual submission, ensuring timely and accurate processing.
Track receipt of documents for recording by project.
Monitor the status of recordings through reports to ensure rapid processing and completion.
Monitor incoming recorded documents and update system records accordingly.
Issue Resolution & Client Coordination
Flag and report missing or additional documentation and work to obtain required signatures.
Facilitate review, correction (if needed), and delivery of completed documents to clients.
Respond to inquiries and provide updates to clients and project managers.
Maintain strict confidentiality of all documents and information.
Qualifications and Education Requirements
High school diploma or equivalent required.
Knowledge of document recording requirements and regulatory compliance preferred.
Experience working in mortgage, title, legal recording, or related operations environment preferred.
Skills, Abilities, and Knowledge
Excellent oral and written communication skills.
Strong attention to detail and accuracy.
Ability to work in a fast-paced, deadline-driven environment.
Ability to work under pressure while maintaining a positive and professional attitude.
Strong organizational and time management skills.
Ability to work independently and complete assignments within established guidelines and procedures.
Proficiency in Windows and Microsoft Office Suite (Word, Excel, Outlook).
Ability to maintain strict confidentiality.
Work Environment and Physical Requirements
Working on-site at assigned office location.
Regular and punctual attendance adhering to schedule established by leadership.
Sedentary work in a stationary position at a cubicle for prolonged periods of time.
Constant repetitive motions required for operating a computer, such as typing and managing phone calls.
Constantly communicating effectively verbally in English, including accurately exchanging information with others following identification of correct procedures.
Light lifting and carrying (up to 2025 lbs.).
Additional Information:
While this description is intended to be an accurate reflection of the position's requirements, it in no way implies/states that these are the only job responsibilities. Management reserves the right to modify, add or remove duties and request other duties, as necessary.
All employees are required to have smart phones that meet Company security standards with the ability to install apps such as Microsoft Authenticator. Employment will be contingent on this requirement.