Portfolio Transaction Coordinator (remote)

First American • Usa, NY

22h • $23 - $31 • Remote

About The Position

Join a team that puts its People First! First American's Direct division provides comprehensive title insurance protection and professional settlement services for real estate purchases, refinances and equity loans. Since 1889, First American (NYSE: FAF) has held an unwavering belief in its people. They are passionate about what they do, and we are equally passionate about fostering an environment where all feel welcome, supported, and empowered to be innovative and reach their full potential. Our inclusive, people-first culture has earned our company numerous accolades, including being named to the Fortune 100 Best Companies to Work For® list for ten consecutive years. We have also earned awards as a best place to work for women, diversity and LGBTQ+ employees, and have been included on more than 50 regional best places to work lists. First American will always strive to be a great place to work, for all. For more information, please visit www.careers.firstam.com. What We Do First American is looking to add a Portfolio Transaction Coordinator to our National Solutions Team. The Portfolio Transaction Coordinator is responsible for the end-to-end execution and on-time delivery of assigned portfolio transactions. Operating with the discipline and rigor of a project manager, this role serves as the central point of coordination across internal stakeholders, external partners, and clients to ensure successful transaction completion within defined service level agreements (SLAs). This individual owns the portfolio lifecycle from initial data tape intake through final policy delivery, maintaining clear communication, managing risk, tracking critical milestones, and working with the Closing Manager to ensure client expectations are met or exceeded. What You’ll Do Portfolio Intake & Setup Receive and review client data tapes; validate completeness and accuracy upon receipt. Manage the process for creating and delivering a quote when required, working with key stakeholders to consolidate inputs from up to three different teams. Launch and manage appropriate workflows to route title orders through required production channels. Coordinate with the client on delivery preferences (e.g. Box, Email, other SFTP) and ensure all key stakeholders have appropriate access. Project & Stakeholder Management Serve as the primary point of contact for client status communications in partnership with the Closing Manager and Escrow Officer. Ensure all internal stakeholders are fully informed of client requirements, product type, transaction scope, key milestones, and closing timelines. Coordinate cross-functional teams including title production, closing, payoffs, recording, invoicing, and policy delivery. Proactively identify risks to timeline or scope and implement mitigation strategies to protect delivery commitments. Title & Vendor Coordination Place, track, and receive title searches from external agents. Ensure timely upload of title searches and documentation into FAST and other required systems. Monitor turnaround times and escalate delays as necessary to maintain project momentum. Where we are delivering a single policy by state, ensure individual site files are appropriately combined into the state master file in FAST Portfolio Change Management Manage portfolio updates and tape changes, including adding or removing files and coordinating the correct updates from production. Coordinate necessary updates across all impacted internal teams to ensure alignment and continuity. Maintain accurate tracking of portfolio scope throughout the transaction lifecycle. Client Communication & Reporting Provide consistent and proactive client status updates via email and other agreed-upon communication channels. Track and monitor delivery of all client commitments, ensuring transparency and accountability. Serve as a trusted partner to clients by anticipating needs and maintaining clear, timely communication. Transaction Tracking & Completion Monitor and track critical transaction components based on portfolio type, including Quoting, Production SLAs, Commitment/Title Product, Payoffs, Recordings, Invoices, Policy issuance, Original document return, Funds reconciliation and balance returns Ensure final deliverables are completed within established SLAs. Maintain comprehensive tracking tools to manage milestones, dependencies, and completion status.

Requirements

• Bachelor’s degree or equivalent professional experience.
• 3+ years of experience in title operations, transaction management, portfolio management, or project management.
• Strong understanding of title production workflows, closing processes, and post-closing deliverables preferred.
• Demonstrated ability to manage multiple concurrent projects with competing deadlines.
• Proficiency in transaction management systems (e.g., FAST) and data tools (e.g., Data Tree).
• Strong Excel skills with the ability to organize, analyze, and interpret data using functions (e.g., pivot tables, vlookup/index match).

Nice To Haves

• Strong understanding of title production workflows, closing processes, and post-closing deliverables preferred.

Responsibilities

• Portfolio Intake & Setup Receive and review client data tapes; validate completeness and accuracy upon receipt.
• Manage the process for creating and delivering a quote when required, working with key stakeholders to consolidate inputs from up to three different teams.
• Launch and manage appropriate workflows to route title orders through required production channels.
• Coordinate with the client on delivery preferences (e.g. Box, Email, other SFTP) and ensure all key stakeholders have appropriate access.
• Project & Stakeholder Management Serve as the primary point of contact for client status communications in partnership with the Closing Manager and Escrow Officer.
• Ensure all internal stakeholders are fully informed of client requirements, product type, transaction scope, key milestones, and closing timelines.
• Coordinate cross-functional teams including title production, closing, payoffs, recording, invoicing, and policy delivery.
• Proactively identify risks to timeline or scope and implement mitigation strategies to protect delivery commitments.
• Title & Vendor Coordination Place, track, and receive title searches from external agents.
• Ensure timely upload of title searches and documentation into FAST and other required systems.
• Monitor turnaround times and escalate delays as necessary to maintain project momentum.
• Where we are delivering a single policy by state, ensure individual site files are appropriately combined into the state master file in FAST Portfolio Change Management Manage portfolio updates and tape changes, including adding or removing files and coordinating the correct updates from production.
• Coordinate necessary updates across all impacted internal teams to ensure alignment and continuity.
• Maintain accurate tracking of portfolio scope throughout the transaction lifecycle.
• Client Communication & Reporting Provide consistent and proactive client status updates via email and other agreed-upon communication channels.
• Track and monitor delivery of all client commitments, ensuring transparency and accountability.
• Serve as a trusted partner to clients by anticipating needs and maintaining clear, timely communication.
• Transaction Tracking & Completion Monitor and track critical transaction components based on portfolio type, including Quoting, Production SLAs, Commitment/Title Product, Payoffs, Recordings, Invoices, Policy issuance, Original document return, Funds reconciliation and balance returns Ensure final deliverables are completed within established SLAs.
• Maintain comprehensive tracking tools to manage milestones, dependencies, and completion status.

Benefits

• Based on eligibility, First American offers a comprehensive benefits package including medical, dental, vision, 401k, PTO/paid sick leave and other great benefits like an employee stock purchase plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees