Closing Associate (Oakland)

Job Status:  Regular Full-Time (Non – Exempt)

The Closing Assistant will work alongside the Senior Closing Associate and Closing Attorney as well as the Closing Officers to ensure all mail received is opened and promptly delivered to the appropriate party.  This Closing Assistant will assist our Closing Attorney with putting together packages to be sent out to Escrow, as well as complete packages to be sent to our Roseville office for submission. This person will from time to time work with files transferred to the closing department to meet SBA requirements and closing, submission, and funding deadlines while providing excellent customer service to assist TMC in maintaining strong relationships with TMC clients, Brokers, Lenders, Title and Escrow contacts. This role will be based in our Oakland office and will require in-office attendance. 

  1. Closing Packages under the Streamlined Closing Procedures: Prepare submission files upon receipt from the closing attorney including preparing some documents, reviewing forms for missing signatures and obtaining signatures. Scan files and upload to BOX.
  2. Customer Service: Regularly correspond via email, mail, and telephone with, closing attorneys and Closing Officers   to answer questions, convey information from one party to another, request documentation, advise of status, and keep internal files and databases up to date.
  3. Assist with Ordering Tax Services: Gather Deed of Trust and order tax services through LPS website within the same month of submission.
  4. Assist with ACH data Entry
  5. Attending training sessions on a regular basis to obtain most current information about changes to forms and procedures
  6. General Office Duties: 
  • Filing, faxing, scanning, copying. 
  • Create forms/templates when requested.  
  • Fill-in for department colleagues as needed.  
  • Provide backup support for the phone and front desk as needed. 

 Physical Demands and Work Environment 

  • Physical demands: While performing the duties of this job, the employee is occasionally required to walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; stoop; talk or hear. The employee must occasionally lift and/or move up to 15 pounds.  Specific vision abilities required the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust. Focus. 
  • Work environment: the noise level in the work environment is usually moderate. 

Education/Experience 

  • High School Diploma; and 2-4 years related experience and/or training; or equivalent combination of education and experience; 
  • Knowledge of SBA loan documentation procedures, CDC experience, SBA experience and/or experience in real estate lending is highly recommended. 

 Qualifications 

  • Excellent time management and project management skills; must be able to track and manage details for multiple clients and projects and prioritize against daily responsibilities in a fast-paced environment.  
  • Excellent attention to detail without compromising deadlines or losing focus. 
  • Obsessively detailed when performing quality review of documentation 
  • Strong people and communications skills are essential.  Must be able to interact and cooperate with various personality types and work levels both internally and externally; 
  • Organized, disciplined thinker with the ability to work independently in fast-paced, rapidly changing environment; 
  • Excellent phone etiquette and customer service skills; 
  • Strong written communications and email etiquette skills; 
  • Proficiency in MS Office applications – Word, Excel, PowerPoint, Outlook; 
  • Notary and working knowledge of CRM databases. Salesforce, BOX and Ventures experience a plus. 
  • Desired- Familiarity with real-estate or business legal documentation