Document Administration – Collateral Specialist II (On-site)

About the role

The Document Administration Collateral Specialist II plays a crucial role in ensuring that all requested collateral and servicing documentation are accurately completed and delivered within specific Service Level Agreements (SLAs). This position involves communicating with vendors, investors, and servicing partners to manage all collateral requests efficiently.

Responsibilities

• Ensure requested documentation is accurately completed within specific task SLAs.
• Receive and catalog collateral files from investor-designated document custodians to facilitate Loss Mitigation, Bankruptcy, and Foreclosure proceedings.
• Identify and resolve collateral exceptions for delivery, sales, and certifications.
• Communicate professionally and promptly with vendors, investors, and servicing partners regarding collateral requests.
• Review daily task queues and exception reports to ensure timely completion of assigned duties.
• Update and annotate loan actions and follow-ups in relevant systems.
• Prepare required reporting for management, investors, vendors, and others.
• Update and maintain the Mortgage Electronic Records System, Inc. (MERS) database to reflect changes in mortgage servicing rights and beneficial ownership interests.
• Update and maintain real-time inventory of received physical collateral and servicing files.
• Prepare and ship requested documents (such as Assignments of Mortgage, Allonges, Lost Note Affidavits, etc.) or full collateral/servicing files for loans serviced by Shellpoint Mortgage Servicing.
• Perform monthly inventory audits with custodians, file centers, and the onsite file room.
• Handle confidential material professionally and ethically.
• Prioritize workload to meet deadlines and achieve performance standards.
• Use MS Office applications proficiently, including Word, Excel, and Outlook.
• Research and analyze applicable state laws.

Requirements

• A high school diploma or equivalent, required.
• An associates or bachelor’s degree preferred.
• 2-4 years of experience in Document Administration or Mortgage Servicing or similar fields.
• A prior year performance evaluation of 3.3 or better (internal candidates only).
• A direct supervisor's recommendation (internal candidates only).

Qualifications

• Intermediate understanding of mortgage servicing and originations – Post Closing, Loss Mitigation, Bankruptcy, Foreclosure, and REO.
• Intermediate knowledge of all servicing systems, image repositories, MERS, collateral tracking systems, custodial systems, and vendor systems.
• Basic knowledge of abstracting land records.
• Intermediate knowledge of investor requirements for perfected collateral for delivery, sales, and certifications.
• Intermediate knowledge of Foreclosure and Bankruptcy requirements for perfected collateral.
• Ability to handle confidential material in a professional, ethical manner.
• Strong interpersonal skills to build and maintain professional relationships.
• Professional communication skills – written & verbal.
• Strong time management skills & ability to respond to vendor/inter-departmental requests in a timely fashion.
• Proficient knowledge of MS Office: Word, Excel & Outlook.
• Research & analytical skills to comprehend applicable state laws.