Manager of Policy Process & Bookkeeping

About the role

The Manager of Policy Processing & Bookkeeping oversees all title policy processing, accounts receivable functions, escrow-related bookkeeping activities, and operational compliance for the Company. This position leads a team of policy processors and bookkeepers and serves as the subject matter expert for policy issuance, title premiums, escrow accounting, agency billing, and title production systems.

Responsibilities

• Oversee the issuance and processing of title policies for many of the FL operation locations, ensuring accuracy, compliance, and timely delivery.
• Process title policies as needed, particularly during peak periods, close-out week, or staffing shortages.
• Process all ACH policy transactions for South Florida, Mid Florida, and Jacksonville operations.
• Post all direct deals in RamQuest and enter transactions into ADB, including insurance transactions.
• Aid statewide staff with policy questions, rate quotes, title questions, and policy related problem resolution.
• Review and correct complex policy issues, including finalized policy reversals, duplicate policy corrections, and other advanced adjustments.
• Train and mentor Agency Support team members on policy processing procedures, ADB system functionality, and correction of processing errors.
• Manage accounts receivable activities, including processing write-offs for Mid Florida AR.
• Research and reconcile NSF checks received from Corporate, reverse charges in ADB, and coordinate with Agency Support to obtain replacement payments.
• Investigate and resolve AR discrepancies, overpayments, and refund requests.
• Handle recovery of funds related to overage check errors, including voiding transactions and processing necessary corrections.
• Deposit escrow-related checks and ensure timely clearing within RamQuest.
• Aid agents with billing inquiries, refund requests, and payment-related questions.
• Sign escrow closing checks in accordance with company policies and established authorization limits.
• Review commitments, supporting documentation, and transactions requiring third party review.
• Review and approve disbursement requests related to premium overages and order refunds.
• Research tax-related overage checks received from corporate offices, identify the corresponding transaction, and coordinate delivery to the appropriate closer.
• Serve as a key contact for corporate audits and compliance reviews.
• Respond to audit inquiries regarding over-limit letters, accounts receivable balances, outstanding inventory, and related operational matters.
• Aid bookkeeping and accounting teams with dormant funds management and 1099-S exception reporting.
• Ensure compliance with title insurance regulations, company policies, and financial controls.
• Lead, develop, and manage a team of 11 policy processing and bookkeeping professionals.
• Establish performance expectations, provide coaching, training, and ongoing development opportunities.
• Monitor workload distribution and operational efficiency to ensure service levels are maintained.
• Develop and implement process improvements to enhance accuracy, productivity, and customer service.
• Collaborate with management and operational leaders to support company objectives and resolve escalated issues.
• Complies with Company policies, procedures, regulatory requirements and completes mandatory company compliance training by assigned deadlines.

Requirements

• High school diploma required; Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.
• Minimum 5 years of title insurance, escrow, policy processing, bookkeeping, or related industry experience.
• Previous supervisory or management experience required.
• Strong knowledge of title insurance policies, escrow accounting, accounts receivable, and agency billing procedures.
• Advanced proficiency with RamQuest, ADB, and Microsoft Office applications.
• Basic computer skills including proficiency in Microsoft Office Suite and Outlook.
• Ability to work in fast paced environment while successfully performing under extreme time constraints and meets prescribed deadlines.
• Strong attention to detail with excellent organizational skills, with ability to prioritize and handle multiple tasks and projects.
• Ability to act independently with sound judgment and take initiative.
• Written and verbal communications are clear, grammatically correct and business appropriate.

Skills

• Strong analytical, problem-solving, and reconciliation skills.
• Excellent professional written, verbal, listening and communication skills.
• Ability to manage multiple priorities, meet deadlines, and maintain a high level of accuracy.
• Ability to work with confidential information.
• The ability to perform under pressure and be flexible with disruptions throughout the workday.
• Repetitive and continual keyboard activity and interaction with display monitors is required.