Document Administration – Collateral Specialist II (On-site)

Newrez • Greenville, SC

4d • Onsite

About The Position

The Document Administration Collateral Specialist II receives, catalogs, and ships requested collateral and servicing documents or complete physical files to third-party firms, document custodians, and vendors. The role communicates frequently with vendors, custodians, and servicing and origination partners to fulfill collateral requests accurately and on time. It requires intermediate working knowledge of systems, investor requirements, custodial processes, and archive processes. The specialist completes assigned work with limited supervisor input and serves as a resource for junior team members.

The position supports loans serviced by Shellpoint Mortgage Servicing, including collateral and servicing file requests related to loss mitigation, bankruptcy, and foreclosure. It maintains physical-file and document-image inventories, updates relevant systems and MERS records, processes exceptions, prepares reporting, and conducts monthly inventory audits.

Requirements

• High school diploma or equivalent.
• 2–4 years of experience in document administration, mortgage servicing, or a similar field.
• Intermediate understanding of mortgage servicing and originations, including post-closing, loss mitigation, bankruptcy, foreclosure, and REO.
• Intermediate knowledge of 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 professionally and ethically.
• Strong interpersonal and professional written and verbal communication skills.
• Strong time-management skills and ability to respond to vendor and interdepartmental requests promptly.
• Ability to prioritize work to meet deadlines, volume goals, and performance standards.
• Proficiency with Microsoft Word, Excel, and Outlook, including merging, summarizing, and presenting data using Excel functions such as pivot tables and formulas.
• Research and analytical skills sufficient to understand applicable state laws.
• Must have a smartphone that meets company security standards and can install authentication apps such as Okta Verify and Microsoft Authenticator; employment is contingent on this requirement.
• Must work on-site; this is not a remote role.

Nice To Haves

• Associate or bachelor's degree.

Responsibilities

• Complete requested documentation accurately within task service-level agreements (SLAs).
• Request collateral files from investor-designated document custodians so required documents are available for loss mitigation, bankruptcy, and foreclosure proceedings.
• Identify and resolve collateral exceptions related to delivery, sales, and certifications.
• Respond professionally and promptly to inquiries from vendors, investors, portfolio managers, and others.
• Review daily task queues and exception reports and complete assigned duties within SLAs.
• Record actions and follow-ups on loans in the appropriate systems.
• Prepare management, investor, vendor, and other required reports.
• Update the MERS database to report changes in mortgage servicing rights and beneficial ownership interests in loans serviced by SMS.
• Maintain real-time inventories of received physical collateral and servicing files, as well as images of documents contained in those files.
• Identify, process, catalog, inventory, and prepare shipments of requested documents or full collateral and servicing files.
• Process collateral files and documents accurately in the inventory system within predefined SLAs.
• Review and process exception reports at different stages of inventory and check-in/check-out.
• Complete monthly inventory audits with custodians, file centers, and the onsite file room.
• Perform related duties as assigned by a supervisor.

Benefits

• Medical, dental, and vision insurance.
• Health Savings Account with employer contribution.
• 401(k) retirement plan with employer match.
• Paid maternity leave, parental bonding leave, and caregiver leave.
• Adoption assistance.
• Tuition and certification reimbursement.
• Employee Mortgage Loan Program.
• Employee Emergency and Disaster Fund.
• One company-paid Volunteer Time Off day.
• Matching Gifts Program, dollar-for-dollar up to $1,000.
• Access to grants, nonprofit resources, and volunteer opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED