Exceed the expectations of our residential mortgage borrowers & business partners through superior service, simple processes, and effective communications.

We deliver on this mission by empowering our employees by encouraging and recognizing superior performance and innovative solutions, by promoting teamwork and divisional cooperation.

Primary Function

The Document Administration Specialist I is the entry level generalist role. The Document Administration Specialist I can be assigned tasks related to receiving, cataloging, and shipping requested collateral and/or servicing documentation or full physical files to 3rd party firms, 3rd party document custodians, and/or 3rd party vendors, reviewing mortgage servicing documents, placing orders with vendors,  responding to and processing customer requests, data entry and general research.

The Document Administration Specialist I communicates heavily with vendors and servicing partners to facilitate the administration of all document related functions in a timely manner.

Principal Duties:

• Identify, process, and complete basic research and data entry for required documents (Lien Release, Assignments of Mortgage, Allonges, Lost Note Affidavits, Lost Mortgage Affidavits, Partial Releases, Assumptions, etc.) for loans serviced by Newrez & Shellpoint Mortgage Servicing with various levels of complexity.
• Review prepared loan documentation to ensure thoroughness, accuracy, and completeness with documentation standards.
• Ensure requested documentation is accurately completed within specific task SLAs.
• Request collateral files from investor designated document custodians to ensure that all needed documentation is obtained (within specific SLAs) to efficiently process Loss Mitigation, Bankruptcy and Foreclosure proceedings.
• Address inquiries from vendors, investors, Portfolio Managers, etc. professionally and in a timely fashion.
• Review daily task queue and exception reports to ensure completion of assigned duties within specific SLAs.
• Update and annotate all actions/follow-ups processed on loans in all appropriate systems.
• Update Mortgage Electronic Records System, Inc. (MERS) database to ensure adequate reporting of changes in mortgage servicing rights and beneficial ownership interests in loans serviced by SMS.
• Update and maintain real-time inventory of received physical collateral and servicing files.
• Update and maintain real-time inventory of images of documents contained within the physical collateral and servicing files received.
• Identify, process, catalog/inventory and prepare shipments of any requested documents (Assignments of Mortgage, Allonges, Lost Note Affidavits, Lost Mortgage Affidavits, etc.) or full collateral/servicing files for loans serviced by Newrez & Shellpoint Mortgage Servicing with various levels of complexity.
• Ensure requested collateral files and/or specific documents are accurately processed within the inventory system within predefined SLAs.
• Review and process exception reporting at various stages of the inventory and check-in/check-out process.
• Complete monthly inventory audits with custodians, file centers and the onsite file room.
• Performs related duties as assigned by supervisor.

*These essential functions are fundamental to the role, and must be performed on-site, as they cannot physically be performed remotely. In addition, the Company has determined that an in-person presence is important to critical components of our work, including oversight, training, collaboration, and productivity. Items not marked (*) as essential on-site may still require partial on-site work to perform the role satisfactorily.

Education and Experience

• High school diploma or equivalent, required.
• Associates or bachelor’s degree preferred.

Knowledge, Skills, and Abilities

• Basic understanding of mortgage servicing documents.
• Ability to handle confidential material in a professional, ethical manner.
• Strong interpersonal skills to build and maintain professional relationships with vendors, co-workers, etc.
• Professional communication skills – written & verbal.
• Strong time management skills & ability to respond to vendor/inter-departmental requests in a timely fashion.
• Ability to prioritize workload to meet deadlines and achieve volume goals and performance standards.
• Proficient knowledge of MS Office:  Word, E