Escrow Operations Specialist

Serhant

1d•Remote

About The Position

The Escrow Operations Specialist supports the accurate and timely management of escrow funds throughout the real estate transaction lifecycle. This role works cross-functionally with Compliance, Commissions, Accounting, and Brokerage Operations. Externally, this role will involve daily interaction with agents, closing entities and co-operating brokerages to ensure escrow requirements are properly documented, monitored, and communicated from initial deposit through closing or cancellation. The Specialist reviews transaction documentation, maintains accurate escrow records across systems, identifies discrepancies, and proactively resolves issues that could impact closing or the distribution of funds.

Requirements

1–3 years of experience working real estate transactions, with a strong understanding of the lifecycle of a transaction. This could include experience working as a Transaction Coordinator, Compliance Auditor, Commission Processor, and/or Brokerage Accounting Support.
Minimum of 1 year experience handling escrow, or another related role such as Treasury or Accounts Payable.
Strong organizational skills with exceptional attention to detail and accuracy.
Ability to review transaction documentation and identify information impacting financial processing.
Strong written and verbal communication skills.
Ability to manage multiple time-sensitive transactions and priorities.
Candidates must live within the United States.
Candidates must be currently authorized to work in the United States without the need for sponsorship now or in the future.

Nice To Haves

Experience with TotalBrokerage, SkySlope, DepositLink, Chase Access, Microsoft Office, Slack is preferred.

Responsibilities

Review transaction documentation to identify and validate escrow requirements, including deposit amounts, due dates, receipts, release instructions, and required payment documentation.
Maintain accurate escrow information and notes within transaction management systems.
Monitor transaction revisions and addendums for changes impacting escrow.
Confirm expected escrow funds against deposits received and identify discrepancies requiring additional research or follow-up.
Maintain clear documentation of escrow activity, outstanding items, decisions, and next steps.
Ensure accurate escrow information is available to support downstream commission and payment processing.
Partner with Commissions to support anticipated escrow allocations and CDA preparation.
Confirm required documentation is available ahead of closing, including applicable W-9s and payment instructions.
Coordinate with Accounting and other internal stakeholders to resolve discrepancies that may impact closing or settlement.
Escalate unresolved or disputed escrow matters to the appropriate agent, attorney, Broker of Record, or internal stakeholder.
Review canceled transactions involving escrow funds to ensure required documentation and instructions are complete.
Coordinate the return or distribution of escrow funds according to approved documentation and internal procedures.
Support resolution of transactions involving mismatched funds, disputed escrow, or other exceptions.
Maintain complete documentation of approvals, communications, and resulting actions.
Prepare and submit escrow-related disbursement requests, including deposit returns, commission-related releases, vendor payments, and other third-party payments, using approved banking platforms and in accordance with documented payment instructions and supporting documentation.
Verify disbursement requests against escrow records, payment instructions, tax documentation, and other required support; identify and escalate discrepancies prior to processing.
Enter wire and other payment requests into the banking platform/escrow tracker and route them for required internal approval, maintaining appropriate segregation of duties between payment preparation, authorization, and release.
Partner with Accounting and Treasury to ensure timely and accurate processing of escrow-related payments and perform or support month-end reconciliation of escrow restricted cash accounts to bank statements.
Maintain complete, organized, and audit-ready records of disbursement requests, approvals, payment confirmations, and related supporting documentation in accordance with internal controls and compliance requirements.