01Overview
Position: Settlement Assistant
Department: Settlement Team / Production
Role Type: Work from Oice
Employment Type: Full-Time
Shift: US Business Hours
Experience: 4 - 5 years in Settlement Team
Position Summary The Settlement Agent is responsible for coordinating and facilitating the real estate closing and settlement process from receipt of the final title commitment through disbursement and completion of the transaction.
The Settlement Agent works closely with buyers, sellers, lenders, real estate agents, title examiners, attorneys, and other parties to ensure that all closing requirements are satisfied, documents are accurately prepared and executed, funds are received and properly disbursed, and the transaction is completed in compliance with company policies, lender instructions, and applicable federal and state regulations.
The ideal candidate should have strong attention to detail, excellent organizational and communication skills, and the ability to manage multiple transactions while meeting strict closing deadlines.
Key Responsibilities
1. Pre-Closing & Settlement Preparation
Review the title commitment, title requirements, lender instructions, and closing file for completeness.
Coordinate with the title and closing teams to clear outstanding title requirements.
Review payo statements, invoices, tax information, HOA/condominium information, and other settlement-related documents.
Obtain and verify necessary documents and information from buyers, sellers, lenders, real estate agents, and other parties.
Prepare or coordinate preparation of settlement statements, Closing Disclosures,
ALTA Settlement Statements, and other closing documents as applicable.
Verify that all financial figures, credits, prorations, fees, commissions, taxes, payos, and adjustments are accurate.
Review lender instructions and ensure all lender-specific closing requirements are satisfied.
Coordinate with all parties to resolve discrepancies prior to closing.
2.
Closing
Coordination
Schedule and coordinate real estate closings with all parties.
Communicate closing date, time, location, and requirements to the buyer, seller, lender, agents, and other stakeholders.
Ensure that all required closing documents are available and properly prepared.
Conduct or assist with the closing process and facilitate execution of required documents.
Verify identification and signing requirements in accordance with company policies and applicable regulations.
Ensure that documents are properly signed, notarized, dated, and completed.
Handle questions and issues that arise during the closing process and escalate complex matters when necessary.
3. Funds & Disbursement
Confirm receipt of required closing funds prior to disbursement.
Verify wire instructions and follow company procedures designed to prevent wire fraud.
Review the final settlement figures before disbursement.
Coordinate payment of lender payos, taxes, commissions, recording fees, HOA balances, seller proceeds, and other authorized disbursements.
Prepare and process disbursement packages and authorization documentation.
Ensure funds are disbursed accurately and in accordance with the settlement statement and closing instructions.
Maintain accurate records of all incoming and outgoing funds.
Coordinate with accounting or escrow personnel to reconcile the closing file.
4. Post-Closing
Review the completed closing package for missing signatures, dates, initials, notarizations, or other deficiencies.
Coordinate recording of deeds, mortgages, releases, and other recordable documents.
Follow up on rejected or deficient recordings and coordinate corrections.
Ensure final title policy requirements are satisfied.
Provide completed closing documentation to appropriate parties.
Confirm that all post-closing requirements have been completed.
Maintain an organized and audit-ready closing file.
5. Customer & Stakeholder Communication
Serve as a primary point of contact for settlement-related questions.
Communicate professionally with buyers, sellers, lenders, real estate agents, attorneys, and other transaction parties.
Provide timely updates regarding closing status, outstanding requirements, funding, recording, and disbursement.
Respond promptly to emails and telephone calls.
Explain settlement procedures and documents clearly while maintaining professionalism and confidentiality.
Escalate legal, title, funding, or compliance issues to the appropriate manager or attorney.
6. Compliance & Risk Management
Follow company policies, title underwriter requirements, lender instructions, and applicable state and federal regulations.
Maintain strict confidentiality of customer, financial, and transaction information.
Follow established procedures
