Client Experience Communicator/Processor

Key Responsibilities

• Greet visitors, answer incoming phone calls, and provide a positive first impression.
• Efficiently manage the front desk to ensure a well-organized and welcoming reception area.
• Keep staff informed of any calendar changes.
• Perform basic admin tasks, including filing, data entry, record keeping, etc.
• Manage office supplies and maintain inventory.
• Act as a liaison between internal staff and external visitors.
• Relay messages and information accurately and promptly.
• Organize and prepare closing documents utilizing QR codes after signing, ensuring all necessary documents are in order and uploaded to software efficiently and accurately.
• Thoroughly review all closing documents to ensure accuracy and compliance with legal requirements.
• Keep clients informed about the progress of the closing process and address any questions or concerns they may have, and relay issues to the appropriate party.
• Handle the financial aspects of the closing, including disbursement of table funds, collecting payments, and confirming documents are accurately recorded and mailed out.

Core Duties

• Send contract to be opened or open order.
• Collect and enter information from info. sheets.
• Send out buyer representation agreement/engagement letter, HOA order, and/or confirmation.
• Request Lien Waivers if applicable.
• Order binders.
• Process lender title request.
• Send title work to lenders.
• Schedule closings in CalendarWiz.
• Manage builder inbox (save title requests, title binder, builder docs-survey to attorney review).
• Manage assigned team tasks in Qualia team queue.
• Identify and escalate issues.

General Responsibilities

• Participate in maintaining a tidy and organized office environment.
• Provide general hospitality (e.g., greeting clients, preparing closing rooms).
• Assist with general administrative tasks as needed to support team operations.
• Answer incoming calls and direct them appropriately.
• Perform other duties as assigned by management to meet organizational needs.

Requirements

• High school diploma or equivalent required.
• Additional coursework or certification in real estate or paralegal studies is a plus.
• Outstanding, proactive communicator and relationship builder.
• Demonstrate exceptional organization, attention to detail, accuracy, and follow-through.
• Exhibit proficient computer skills and a willingness to learn industry software.
• Consistently display GC’s Core Values of One Team, Relationship Focused, Extreme Ownership, WOW Factor, Proactive, and Adaptability.
• Maintain GC’s standard of service scores.
• Excellent, friendly, and proactive communication with referral sources and clients.