Document Management Specialist II (In-Office)
About The Position
JOB SUMMARY 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.
Requirements
- High School Diploma or equivalent required
- A 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
- Typing, Microsoft Word, Excel, 10-key calculator; knowledge of office equipment
Nice To Haves
- Prefer knowledge of servicing systems (i.e. LPS), aware of various loan documents
- Knowledge of Ginnie Mae, Fannie Mae and Freddie Mac document retention guidelines
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 website 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 requested
- Prepare modification documents as requested
- Provide weekly updates to team management
- Responsible for attending meetings internally and externally
- Coordinate outgoing document transfers
- Retrieve documents for client and custodian audits
- All other duties as assigned
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: Enjoy discounts on gym memberships, pet insurance, and employee purchasing programs, plus access to a tuition reimbursement program that supports your continued education and professional growth.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
Number of Employees
501-1,000 employees
