This position is listed on behalf of a partner company, which manages all applications and next steps. Our partner is looking for a Trailing Document Specialist based in the United States.
Overview
The Trailing Document Specialist plays a key role in ensuring the accuracy, completeness, and compliance of mortgage documentation throughout the post-closing process. This position focuses on managing recorded mortgage documents and final title policies, ensuring all required records meet investor and agency guidelines. You will collaborate with internal teams, investors, and title companies to resolve document discrepancies and prevent delays in mortgage collateral delivery. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. You will also contribute to efficient document tracking, reporting, and administrative processes while maintaining high service standards. This is an opportunity to support reliable mortgage operations, improve document management workflows, and contribute to a collaborative, quality-driven team. The position is remote within the United States, subject to applicable location restrictions.
- Receive, review, and process final title policies and recorded mortgages or deeds of trust, ensuring documentation is complete and accurate.
- Audit, scan, index, and upload mortgage documents into the loan origination system (LOS), including Encompass, and maintain accurate electronic records.
- Communicate regularly with investors and title companies to follow up on outstanding, missing, or delayed trailing documents.
- Serve as a primary contact for document-related transaction issues, escalating complex cases and coordinating appropriate resolutions.
- Identify, investigate, and resolve missing, incorrect, incomplete, unexpected, unrecorded, illegible, or damaged documents required for mortgage collateral files.
- Prepare completed trailing document packages for shipment to investors and ensure all applicable requirements are met before delivery.
- Track document locations, file movement, and outstanding items using database and document management systems.
- Perform administrative tasks related to document imaging, scanning, indexing, reporting, and record maintenance.
- Keep management informed of issues that could delay collateral shipment, including incomplete documentation and unresolved discrepancies.
- Independently prioritize assigned work, meet established turnaround times, and maintain service-level standards for calls, emails, and task completion.
- Produce and maintain reports, support process improvements, and take on additional duties or projects as assigned.
- Work overtime when necessary to support operational requirements and ensure timely completion of assigned responsibilities.
Requirements
- High school diploma or equivalent required; an associate or bachelor's degree is preferred.
- At least one year of experience in mortgage lending is required, preferably in post-closing operations. Two or more years of mortgage post-closing or related experience is strongly preferred.
- Familiarity with loan origination systems, particularly Encompass, and document management platforms.
- Strong understanding of mortgage documentation, document review, recordkeeping, and compliance requirements is an advantage.
- Excellent attention to detail and organizational skills, with the ability to manage multiple assignments and competing deadlines without compromising accuracy.
- Strong written and verbal communication skills, including the ability to coordinate effectively with internal stakeholders, investors, and external partners.
- Effective problem-solving skills and the ability to investigate discrepancies, identify root causes, and coordinate timely resolutions.
- Proficiency in Microsoft Office applications and the ability to produce, update, and maintain reports.
- Ability to work independently while collaborating with cross-functional teams in a fast-paced, deadline-driven environment.
- A proactive, adaptable, and quality-focused approach, with a commitment to continuous learning, process improvement, and professional integrity.
- Ability to work overtime as needed.
- Must reside in an eligible U.S. location. Although the original posting contains conflicting workplace information, it identifies the role as remote while also referencing an on-site requirement in Irvine, California. Applicants should confirm the applicable work arrangement with the hiring team.
Benefits
- Competitive hourly compensation based on experience, performance, and geographic location:
- $23.50–$35.30 per hour in California, Connecticut, Maryland, Massachusetts, New Jersey, New York, Washington State, and Washington, D.C.
- $22.30–$33.50 per hour in Colorado, Hawaii, Illinois, Maine, Minnesota, Nevada, Ohio, Rhode Island, Vermont, and Virginia.
- Remote work opportunities for eligible employees in the United States, subject to location restrictions and confirmation of the role's work arrangement.
- Opportunity to develop expertise in mortgage lending, post-closing operations, document management, and investor compliance.
- Collaborative work environment that emphasizes operational excellence, knowledge sharing, and professional development.
- Exposure to cross-functional teams and external partners, providing opportunities to strengthen communication, problem-solving, and process improvement skills.