Office Manager/Administrative Assistant On-Site

nextSource • Seattle, WA

1d • Onsite

About The Position

This role supports the Operations Director for Title & Escrow Operations by managing daily administrative and office functions within a busy title and escrow office. You will help ensure smooth transaction flow, support title and escrow staff, coordinate office operations, assist with compliance and accounting, and deliver excellent service to customers, lenders, real estate professionals, and internal stakeholders. The ideal candidate is organized, resourceful, detail-oriented, and experienced in title, escrow, settlement services, or real estate.

Requirements

• 5+ years in office management, administration, title, escrow, or real estate/mortgage
• Prior experience in a title company, escrow office, real estate brokerage, mortgage company, or law office
• Demonstrated experience supporting transaction-based operations
• High school diploma or equivalent required
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Outlook)
• Experience with title and escrow production systems and document management platforms
• Familiarity with accounting software such as QuickBooks or similar tools
• Ability to quickly learn proprietary title, escrow, and operational software
• Strong organizational and time management skills
• Excellent attention to detail and accuracy
• Ability to manage multiple priorities in a deadline-driven environment
• Professional judgment, discretion, and commitment to confidentiality
• Strong problem-solving and critical thinking abilities
• Commitment to the highest standards of professionalism, compliance, and integrity

Nice To Haves

• Supervisory or team leadership experience preferred
• Associate's or Bachelor's degree in Business Administration, Accounting, Real Estate, or a related field preferred

Responsibilities

• Maintain daily office operations to ensure an efficient, professional environment
• Manage office supplies, equipment, technology resources, and inventory
• Coordinate office maintenance, vendor relationships, building management, and service providers
• Assist with budgeting, expense management, and cost-control initiatives
• Support documentation of operational processes and workflow improvements
• Maintain office security procedures, access controls, and emergency preparedness records
• Assist leadership with branch operations, administrative oversight, and special projects
• Provide administrative support to title officers, escrow officers, underwriters, and management
• Assist with file intake, order entry, transaction tracking, and file organization
• Coordinate receipt and distribution of title commitments, closing packages, and related documents
• Monitor transaction pipelines to ensure files progress efficiently through closing
• Facilitate communication among buyers, sellers, lenders, agents, attorneys, and vendors
• Support scheduling of closings, signings, and client meetings
• Assist with post-closing file organization, retention, and archival procedures
• Assist management with compliance initiatives and operational audits
• Maintain records in accordance with company policies, regulatory requirements, and privacy standards
• Support data security, fraud prevention, and protection of confidential customer information
• Assist with licensing, continuing education tracking, and recordkeeping requirements
• Ensure adherence to company policies regarding transaction documentation and file management
• Serve as the primary point of contact for visitors, customers, and business partners
• Answer incoming calls and direct inquiries appropriately
• Manage general office and branch email accounts
• Coordinate executive and management calendars, meetings, and conference scheduling
• Prepare correspondence, reports, presentations, and business documents
• Maintain organized digital and physical filing systems
• Arrange travel, meetings, and company events as needed
• Process accounts payable and accounts receivable transactions
• Review invoices and coordinate vendor payments
• Assist with expense reconciliation, reporting, employee, payroll administration, and employee timekeeping
• Coordinate with accounting personnel on billing, revenue reporting, and financial documentation
• Maintain accurate financial records in accordance with company procedures
• Support onboarding and training of administrative personnel
• Assist with coordinating workloads among administrative staff
• Participate in staff meetings, employee engagement initiatives, and office events
• Support recruiting, interviewing, and onboarding activities as needed
• Foster a professional, collaborative, and customer-focused workplace culture

Benefits

• Healthcare Benefits including Medical, Prescription, Vision & Dental Coverage | United Healthcare
• Voluntary STD & LTD | New York Life
• 401(k) Retirement Planning | Fidelity
• Discount Program

What This Job Offers

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