Escrow Assistant

About the role

The Escrow Assistant reports to Escrow Officer they are assisting. This position plays a key role in supporting escrow operations by assisting with the initiation, coordination, administration, and completion of escrow transactions in accordance with company policies, regulatory requirements, and client instructions. This role assists with opening, processing, coordinating, and closing escrow files in compliance with company policies, regulatory requirements, and client instructions.

Responsibilities

• Support Escrow Officers with document preparation, file management, transaction tracking, and coordination with clients, lenders, real estate professionals, attorneys, and internal departments.
• The Escrow Assistant may specialize in certain transaction types or stages of the escrow process and regularly works with electronic escrow and document management systems.
• The position requires accuracy, confidentiality, strong organization, effective communication, and the ability to manage multiple deadlines in a fast‑paced environment while contributing to the overall efficiency of the escrow department.
• Open and manage escrow files by receiving instructions, ordering title reports, and maintaining accurate electronic records in compliance with company and regulatory requirements.
• Support Escrow Officers throughout the escrow file by preparing, reviewing, and tracking documentation, conditions, and deadlines to facilitate timely closings.
• Gather, audit, and organize transaction‑related documents for residential and/or commercial escrows, including lender instructions, payoffs, tax records, and deposit documentation.
• Prepare and distribute escrow correspondence, settlement statements, closing packages, and recording documents, ensuring accuracy and completeness.
• Coordinate with clients, lenders, real estate professionals, attorneys, and internal teams to obtain information, resolve issues, and provide responsive service.
• Assist with escrow fund handling and recordkeeping, including deposits, disbursements, and reconciliations, in accordance with internal controls and compliance standards.
• Utilize escrow, title, and document management systems to support efficient workflow, confidentiality, and file integrity.
• Provide administrative and operational support, including customer inquiries, notary services (when licensed), and coverage for Escrow Officer duties as assigned.

Requirements

• High school diploma or equivalent
• 2-5 years of Escrow experience

Skills

• Being a Notary for the State of California
• Knowledge of SoftPro and SmartView Programs
• Knowledge of Closing Disclosures and Lending Practices