Full-Time Document Recorder

Job Summary

The Recording Specialist is responsible for reviewing, preparing, and submitting real estate documents for recording with the appropriate county and municipal offices. This role ensures that all documents are accurate, complete, and compliant with local and state recording requirements. The Specialist plays a critical role in finalizing real estate transactions and maintaining the integrity of public records.

This position requires strong attention to detail, organizational skills, and the ability to work collaboratively with internal teams and external agencies to resolve recording issues and ensure timely processing.

Education and Experience

• Experience in post-closing, document recording, or related real estate administrative work.
• Familiarity with county recording requirements and procedures.
• Knowledge of real estate documents including deeds, mortgages, satisfactions, and affidavits.
• Proficiency in document management systems and title production software. Resware experience preferred.

Skills

Basic Skills

• Reading Comprehension – Understanding legal and property-related documents.
• Writing – Preparing accurate transmittal forms and correspondence.
• Critical Thinking – Identifying discrepancies and resolving recording issues.
• Speaking – Communicating effectively with county offices and internal teams.

Social Skills

• Coordination – Collaborating with closing and title teams to ensure timely document submission.
• Service Orientation – Providing responsive support to clients and team members.
• Social Perceptiveness – Understanding the impact of recording delays on transactions.

Problem Solving Skills

• Problem Solving – Addressing rejected recordings and determining corrective actions.

Technical Skills

• Troubleshooting – Investigating and resolving issues with recorded documents.
• Legal Research – Understanding recording statutes and requirements.

Systems Skills

• Judgment and Decision Making – Assessing recording risks and determining appropriate steps.
• Systems Comprehension – Navigating title and recording systems efficiently.

Resource Management

• Time Management – Managing multiple files and meeting strict recording deadlines.

Work Context

Communication

• Regular communication with county recording offices, closers, and title agents.
• Use of title software, email, and document management systems.
• Occasional client interaction to clarify recording-related issues.

Role Relationships

• Internal: Collaborates with closing, curative, and title teams.
• External: Interacts with county clerks, recorders, and municipal offices.

Responsibility for Others

• May assist in mentoring junior staff or supporting training initiatives.

Work Setting

• Office-based in a professional corporate environment.

Impact of Decisions

• Decisions directly affect transaction completion, legal compliance, and client satisfaction.
• Responsible for ensuring documents are properly recorded and returned.

Pace and Scheduling

• Fast-paced environment with strict deadlines.
• Requires prioritization of files and responsiveness to urgent recording matters.

Primary Job Duties

• Review closing packages for completeness and accuracy prior to recording.
• Submit documents to appropriate county or municipal offices for recording.
• Track and confirm successful recording of documents.
• Resolve rejected recordings by identifying issues and coordinating corrections.
• Maintain detailed logs and records of all submitted and recorded documents.
• Communicate with county offices to clarify requirements and resolve discrepancies.
• Ensure compliance with company policies and legal standards.
• Support continuous improvement in post-closing and recording processes.
• Collaborate with internal teams to ensure timely and accurate document handling.