Escrow Assistant

Real is a fast-growing national real estate brokerage powered by technology. Real is currently operating in all U.S. states, Canada, and the District of Columbia. Founded in 2014, Real is a trailblazer in the Residential Real Estate industry, as we lead the disruption with our cutting-edge technology platform. We are on a mission to revolutionize the home-buying and selling process, making agents' lives better while creating lucrative financial opportunities for them.

For more information, visit https://www.onereal.com/

Location: Onsite - Madison, WI, US. Candidates MUST be based in Wisconsin, US to be considered.  

Job Summary:
We are seeking an organized, detail-oriented, and customer-focused Escrow Assistant to join our team. This role will support the Escrow Officer in managing real estate transactions from initiation to closing, ensuring accuracy, compliance with regulations, and smooth communication with all parties involved. The ideal candidate will be responsible for coordinating transactions, preparing documents, and maintaining transaction records while delivering high-quality customer service and working efficiently under pressure.
Duties/Responsibilities:

• Transaction Coordination: Assist in opening, processing, and closing escrow transactions.

• Collect, review, and ensure the accuracy and completeness of all necessary documents.

• Maintain accurate transaction files and ensure timely updates.

• Coordinate with buyers, sellers, lenders, real estate agents, and other stakeholders to gather required information and resolve issues.

• Document Preparation & Review: Prepare escrow instructions, settlement statements, and other closing documents.

• Review contracts, title commitments, and lender instructions for accuracy and compliance.

• Ensure all required signatures and approvals are obtained prior to closing.

• Order HOA estoppels, lien/city searches, utilities, surveys, and title searches.

• Communicate with the Escrow Officer regarding any missing items or discrepancies found in document reviews.

• Communication & Customer Service: Provide clear, professional communication to clients and other stakeholders to resolve inquiries and issues.

• Ensure a smooth closing experience through high-level customer service and proactive follow-ups.

• Send out Earnest Money Deposit (EMD) instructions and preliminary settlement statements.

• Coordinate mobile or remote online notarization for buyers and sellers when needed.

• Verify wire instructions and leave notes in the transaction file for verification details.

• Compliance & Risk Management: Ensure all escrow processes comply with state and federal regulations, ALTA best practices, and company policies.

• Identify and report potential fraud, errors, or discrepancies in transaction details.

• Maintain the confidentiality of sensitive client and transaction information.

• Administrative & Office Support: Organize and manage escrow files, ensuring proper documentation retention.

• Assist in scheduling closings and coordinating signing appointments.

• Perform general clerical duties, including data entry, scanning, and filing.

• Complete tasks in escrow management software (e.g., Qualia) as required throughout the transaction.

Required Skills/Abilities:

• Strong attention to detail and ability to maintain accurate records.

• Excellent communication and customer service skills.

• Strong organizational and multitasking abilities.

• Proficient in office software (Word, Excel, etc.) and escrow management software (experience with Qualia a plus).

• Ability to prioritize tasks and manage multiple transactions at once.

• Knowledge of real estate transactions, escrow processes, and compliance regulations.

• Ability to work in a fast-paced environment and meet deadlines.

• Strong problem-solving skills and the ability to proactively resolve issues.

Education and Experience:

• High school diploma or equivalent required (Associate’s or Bachelor’s degree preferred).

• Previous experience in an escrow or real estate-related role is preferred.

• Familiarity with escrow software and transaction management systems (e.g., Qualia) is a plus.

• Knowledge of state and federal regulations governing escrow and real estate transactions is preferred.

Must-Have:  Ability to truly encompass our Company Core Values

• Work Hard. Be Kind

• “We” are bigger than “me”

• Tech x Humanity

Physical Requirements: 

• Sit for long periods of time

Real is proud to be an equal opportunity workplace employer. We are committed to equal employment opportunities regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status.