Final Docs Specialist

Position: Final Documents Specialist

Department: Post Closing

Reports To: Post Closing Manager

Location: 7450 Campus Drive, Suite 200, Colorado Springs, CO 80920

Remote: NO

Exempt: NO

Compensation & Benefits: $19.00-24.00/hour

Mortgage Solutions of Colorado, LLC d/b/a Mortgage Solutions Financial (“MSF”) offers a comprehensive benefit package and PTO (paid time off) for eligible employees. The benefit package includes Health, Dental and Vision Insurance, options to participate in a Health Savings Account, Flexible Spending Account, Health Reimbursement Arrangement, Life and AD&D coverage, voluntary Short-Term, Long-Term Disability and Supplemental insurance. In addition, eligible employees have the option to participate in a company retirement plan.

Role Overview

The Final Documents Specialist is a key role responsible for ensuring all final, recorded mortgage documents are received, processed, and delivered to investors promptly. This individual plays a vital part in the post-closing mortgage process, working with a variety of internal departments and external partners such as title companies and county offices. The ideal candidate is highly organized, detail-oriented, and committed to maintaining accuracy in a fast-paced environment.

Essential Duties

• Receive, open, and prepare all incoming mail containing final documents, including recorded mortgages, Deeds of Trust, and title policies.
• Image and audit all trailing documents using a defined audit checklist, ensuring all items are accounted for and correctly entered into the loan origination system (LOS).
• Perform data entry in the LOS to appropriately mark documents as received and update shipping dates to investors.
• Work proactively with title companies, attorneys, county offices, and other parties to obtain missing or corrected documents.
• Pull and analyze reports from the LOS to identify and follow up on aged, outstanding documents.
• Obtain certified true copies of documents from county recorder offices or title agents as needed.
• Collaborate with investors and internal departments to resolve defects in documents, including coordinating re-recordings when necessary.
• Perform regular reviews of documents to ensure they are promptly shipped to investors once a sale is finalized.
• Regular, reliable and predictable onsite attendance is an essential function of this position.
• Perform other related duties as assigned.

Knowledge, Skills, and Abilities

• Demonstrated knowledge of Microsoft Word and Excel.
• Familiarity with the mortgage closing and document process.
• Excellent verbal and written communication skills.
• Strong phone and customer service abilities.
• Exceptional organizational skills and high attention to detail.
• Ability to manage a large volume of daily tasks efficiently.
• Ability to work independently and maintain a positive attitude.
• Ability to think critically and solve problems to resolve document defects.

Experience & Education

• High school diploma or equivalent is required.
• 0-2 years’ experience in a professional office setting.
• Prior experience with mortgage loan documents and title work is a plus.
• Experience with Encompass preferred.

Physical & Mental Requirements

• This is a primarily sedentary position, involving prolonged periods of sitting at a desk and working on a computer.
• Occasional movement about the office may be required, including walking to offices and office machinery.
• Occasional light physical activity may be necessary, such as lifting up to 10 pounds, stooping, bending, standing, and reaching.
• The role requires strong mental focus and the ability to maintain a positive and proactive mindset in a fast-paced work environment.

MSF is an equal opportunity employer. All candidates for employment are considered equally and no distinction is made on the basis of race, color, national origin, age, religion, disability, sex, sexual orientation, gender identity, gender expression, marital status, genetic information, or veteran status.  MSF is also committed to providing qualified applicants and employees reasonable accommodation, when necessary, to enable the individuals to complete the application process and/or perform the essential functions of the job. An applicant and/or employee requiring reasonable accommodation to perform any essential job function, should contact Human Resources.