Document Management Specialist II-Onsite Virginia Beach

About the role

Responsible for maintaining the flow of Ginnie Mae original documents to and from the document custodian; to clear exception items and double loan issues for Ginnie Mae loans; to track and order original documents for servicing of loans, as needed. The position also maintains, orders and tracks records/documents for the company. Order, track, distribute, prep, scan, index all files related to servicing (custodial, collateral, servicing, default, any/all miscellaneous documents). Communicate and coordinate with external and internal resources to complete pool certifications within required timeframe.

Responsibilities

• Complete all research necessary to clear exceptions for Ginnie Mae pool certifications and re‑certifications
• Maintain monthly exceptions reports
• Coordinate Ginnie Mae custodian transfers
• Coordinate with custodians, title companies and attorneys as needed to retrieve documents to clear pool exceptions
• Complete all research necessary to close tasks for default, foreclosure, and loss mitigation
• Process orders and coordinate shipment of files to and from client, custodian and attorney
• Research various county websites for missing documentation
• Track and distribute custodial documents as required
• Prep and scan custodial documents as required
• Upload scanned images to FileOnQ as required
• Process daily file requests for servicing of loans as needed
• Process orders and coordinate shipment of files to and from storage facility
• Prep and scan files or miscellaneous documents related to the servicing of loans
• Retrieve archived data CDs upon request
• Prepare modification documents as requested
• Provide weekly updates to team management
• Attend meetings internally and externally
• Coordinate outgoing document transfers
• Retrieve documents for client and custodian audits
• All other duties as assigned

Qualifications

• High School Diploma or equivalent required
• Minimum two to three years’ experience in banking, real estate and/or mortgage servicing industry; similar clerical roles may be acceptable
• Excellent communication skills, both oral and written; ability to work independently
• Strong analytical, problem solving, research, interpretive and decision‑making skills; detail oriented
• Strong leadership, organizational and planning skills; ability to handle multiple priorities and meet deadlines
• Able to work in a fast‑paced environment
• Preferred knowledge of servicing systems (e.g., LPS) and familiarity with various loan documents
• Typing, Microsoft Word, Excel, 10‑key calculator; knowledge of office equipment
• Knowledge of Ginnie Mae, Fannie Mae and Freddie Mac document retention guidelines

Benefits

• Health & Welfare Coverage: Optional medical, dental, vision, life, and disability insurance
• Time Off: Paid holidays, vacation, and sick leave
• Retirement & Investment: Matching 401(k) plan and employee stock purchase plan
• Wellness Programs: Access to mental health resources, including free Calm memberships, and initiatives that promote physical and emotional well‑being
• Employee Recognition: Programs that celebrate achievements and milestones
• Lifestyle & Learning Perks: Discounts on gym memberships, pet insurance, and employee purchasing programs; tuition reimbursement program supporting continued education and professional growth

Pay

Compensation range: $16.54 – $24.71 hourly. Actual compensation may vary within the range depending on qualifications, skills, and experience.

Schedule

• Remote work: necessary equipment provided; employee needs a quiet, private workspace and high‑speed internet (minimum 25 Mbps download, 10 Mbps upload)
• Work hours: normal business hours with flexibility to work early, late, or weekend hours as needed; overtime required as necessary
• Physical demands: sitting up to 90% of the time; walking and standing up to 10% of the time; occasional lifting, stooping, kneeling, crouching, and reaching