Closing & Escrow Agent

Position Summary

The Closing & Escrow Agent is responsible for the accurate, compliant, and timely closing and funding of residential and commercial real estate transactions. This role oversees the full escrow lifecycle-from receipt of title, order, title clearing, and lender instructions through funding, recording, and policy issuance-ensuring accuracy of title documentation, settlement statements, escrow balances, and regulatory compliance.

This position serves as a primary liaison between buyers, sellers, lenders, realtors, attorneys, and internal teams, delivering exceptional customer service while mitigating transactional risk. The role also includes management oversight of the Title Policy Department, ensuring timely, accurate issuance of title policies and adherence to underwriting standards. The Closing & Escrow Agent supports business development through community involvement and professional relationship building.

Supervises: Title Policy Department

Essential Job Functions and Responsibilities

Closing & Escrow Operations

• Prepare, review, and finalize closing documents including settlement statements (HUD/CD), deeds, affidavits, loan documents, and related real estate instruments.
• Receive and interpret lender closing instructions and ensure all conditions are satisfied prior to closing.
• Coordinate document execution, notarization, and signing appointments (in-person, mobile, or remote, where applicable).
• Conduct closings with buyers and sellers, clearly explaining documents, answering questions, and ensuring compliance with lender and regulatory requirements.
• Serve as the primary point of contact for clients, providing proactive communication and status updates throughout the transaction lifecycle.

Funding, Disbursement & Escrow Accounting

• Fund closed transactions, disburse proceeds, issue payoffs, and ensure proper delivery of funds to secure clear title.
• Balance individual escrow accounts and ensure all funds are handled in compliance with state, federal, and underwriter regulations.
• Maintain accurate financial records and reconcile escrow files to zero balance post-closing.

E-Filing, Recording & Document Management

• Electronically file (e-file) documents with county recording offices and applicable jurisdictions.
• Track recording status, confirm delivery, and verify accuracy of recorded instruments.
• Resolve recording rejections or discrepancies promptly to prevent delays in title policy issuance or lender delivery.
• Maintain digital records in compliance with retention, audit, and data security requirements.

Title Policy Department Management

• Oversee daily operations of the Title Policy Department, including workflow management, policy review, and issuance timelines.
• Ensure title policies are prepared accurately, issued timely, and comply with underwriting guidelines and regulatory standards.
• Review and approve policies as required; address exceptions, endorsements, and underwriting concerns.
• Train, mentor, and support policy staff to ensure consistent quality, productivity, and compliance.
• Collaborate with underwriting partners and internal departments to resolve title policy-related issues efficiently.
• Audit and verify accuracy of title and lender documents.

Compliance, Risk Management & Quality Control

• Ensure compliance with all applicable state and federal laws, ALTA standards, underwriting requirements, and company policies.
• Identify, mitigate, and escalate potential risks related to title defects, fraud, escrow discrepancies, or regulatory exposure.
• Maintain the highest standards of ethics, confidentiality, and professional integrity.

Collaboration & Operational Support

• Proactively identify and resolve transaction issues or disputes involving clients, lenders, realtors, and internal teams.
• Provide guidance and support to other closers, processors, and staff as needed.
• Participate in audits, internal reviews, and process improvement initiatives.

Additional Responsibilities

• Assist with onboarding and training of new escrow or policy team members.
• Participate in continuing education, industry training, and regulatory updates.
• Support departmental projects focused on efficiency, automation, and customer experience.
• Collaborate cross-functionally with sales, marketing, finance, and operations teams.
• Attend community, networking, and marketing events to support business development.
• Perform administrative and recordkeeping tasks as required.

Minimum Qualifications

Educational Requirements

High School Diploma or GED required.

Equivalent level of specialized training, or equivalent industry work experience may be considered.

Certificates/Licenses

Reliable transportation is required.

Ability to qualify with NMLS (Nationwide Mortgage Licensing System).

Licensed Title Agent Officer or willingness to obtain licensure within a specified timeframe.

Experience

Minimum 2-3 years of escrow, title insurance, or real estate closing experience.

Demonstrated experience managing complex transactions and multiple stakeholders. Leadership experience motivating, recognizing and coaching teams to success: 8 Years

Additional Requirements

Job Knowledge

• Proficiency in Microsoft Office and escrow/title management systems.
• Working knowledge of SoftPro, SoftPro Select, or equivalent platforms.
• Strong understanding of real estate law, title insurance, escrow procedures, and Oklahoma contract law.
• Experience with FHA, VA, Conventional, Jumbo, FNMA/Freddie Mac, and USDA loan requirements.
• High attention to detail with strong analytical and problem-solving skills.

Interpersonal Skills

• Intermediate written and verbal communication skills required to facilitate sharing of information with members, staff, and external contacts.
• Excellent communication, customer service, and relationship-management abilities.
• Ability to prioritize, multitask, and meet deadlines in a fast-paced, high-accuracy environment.
• Demonstrated leadership and team collaboration skills.

Working Conditions

Work Environment

• Primarily indoor, climate-controlled office environment with moderate noise levels.
• Ability to work independently and collaboratively.
• Ability to plan, organize, and direct work activities with minimal supervision.
• Must handle confidential information with discretion and professionalism.
• Ability to perform under tight deadlines and regulatory requirements.

Physical Demands

• Primarily sedentary work with occasional lifting up to 20 lbs.
• Extensive computer use (8-10 hours per day).
• Ability to operate standard office equipment.
• Reliable attendance and flexibility to work extended hours as needed.
• Ability to travel locally by automobile.

Travel

• Occasional travel for meetings, conferences, and industry related events.