Operations & Research Specialist

Billd•Scottsdale, AZ

12d•Onsite

About The Position

Titan Lien Services is a legal document preparation company serving the construction industry. We're hiring an Operations & Research Specialist to own our daily mail production, manage a preliminary notice research queue, and assist as a technical point of contact for our remote IT team. This is a hands-on, varied role. You'll run production equipment in the afternoon, spend the mornings researching construction projects and calling general contractors for missing information, and occasionally help troubleshoot a network issue or build out a document template. If you like doing the same thing all day, this isn't the job. If you like owning a lot of ground and being the person who keeps things moving, it is. This role will be based in our Scottsdale, AZ office and is required to be in office Monday - Fridays.

Requirements

Strong verbal communication skills and genuine comfort picking up the phone — you'll be calling contractors who don't know you, asking for information they aren't obligated to give you, and following up until you get it. This is the skill we can't train.
High attention to detail; notices are deadline-driven legal documents and errors carry consequences
Reliable daily attendance — mail goes out every business day
Proficiency with Microsoft Office and Google Workspace
Comfort using AI platforms as everyday work tools
Strong computer skills and demonstrated ability to learn new software quickly
Ability to manage a personal queue and prioritize independently
Valid driver's license, reliable transportation, and a clean driving record
Ability to lift up to 40 lbs (paper cases, mail trays) and stand for extended periods while operating equipment
Professional discretion with confidential client and legal information

Nice To Haves

Experience with office production equipment (copiers, folding machines, postage meters)
Salesforce experience
Background in construction, lien services, title, or legal document preparation
Basic networking knowledge (routers, switches, workstation setup, connectivity troubleshooting)
Basic coding or scripting experience of any kind (HTML, Python, VBA, template languages)
Public records or skip-trace research experience

Responsibilities

Process all outgoing mailing batches each day, start to finish
Operate copiers, folding machine, and postage meter
Deliver mail to the post office daily and maintain the mailing schedule without exception
Track supply levels (paper, toner, postage) and flag reorders before we run out
Collect, sort, and route incoming mail
Process all preliminary notice acknowledgements and attach them to the correct job file in Salesforce
Maintain accuracy and organization of job file documentation
Manage your own preliminary notice job queue from intake through completion
Research construction projects and identify property owners, lenders, and responsible parties using public records and online databases
Call and email general contractors, subcontractors, and project stakeholders to request job sheets and missing project information
Follow up persistently until information is obtained; escalate when a job stalls
Serve as the in-office hands for our remote IT team during outages or hardware issues
Perform basic troubleshooting on workstations, printers, network connections, and the server
Assess and clearly describe issues to off-site technicians so they can resolve them quickly
Assist the Operations Manager with basic coding to build and test document templates for new document services