Manager of Policy Process & Bookkeeping

EASTERN TITLE DIVISION

Job Description:

Summary:

The Manager of Policy Processing & Bookkeeping is responsible for overseeing all title policy processing, accounts receivable functions, escrow-related bookkeeping activities, and operational compliance for the Company. This position leads a team of policy processors and bookkeepers and serves as the subject matter expert for policy issuance, title premiums, escrow accounting, agency billing, and title production systems. The role ensures timely and accurate policy processing, maintains financial integrity, supports audits and regulatory requirements, and provides training and operational guidance across the state of Florida.

Essential Duties and Responsibilities:

• Oversee the issuance and processing of title policies for many of the FL operation locations, ensuring accuracy, compliance, and timely delivery.
• Process title policies as needed, particularly during peak periods, close-out week, or staffing shortages.
• Process all ACH policy transactions for South Florida, Mid Florida, and Jacksonville operations.
• Post all direct deals in RamQuest and enter transactions into ADB, including insurance transactions.
• Assist statewide staff with policy questions, rate quotes, title questions, and policy related problem resolution.
• Review and correct complex policy issues, including finalized policy reversals,
• duplicate policy corrections, and other advanced adjustments.
• Train and mentor Agency Support team members on policy processing procedures,
• ADB system functionality, and correction of processing errors.
• Manage accounts receivable activities, including processing write-offs for Mid Florida AR.
• Research and reconcile NSF checks received from Corporate, reverse charges in ADB, and coordinate with Agency Support to obtain replacement payments.
• Investigate and resolve AR discrepancies, overpayments, and refund requests.
• Handle recovery of funds related to overage check errors, including voiding
• transactions and processing necessary corrections.
• Deposit escrow-related checks and ensure timely clearing within RamQuest.
• Assist agents with billing inquiries, refund requests, and payment-related questions.
• Sign escrow closing checks in accordance with company policies and established authorization limits.
• Review commitments, supporting documentation, and transactions requiring third party review.
• Review and approve disbursement requests related to premium overages and order refunds.
• Research tax-related overage checks received from corporate offices, identify the corresponding transaction, and coordinate delivery to the appropriate closer.
• Serve as a key contact for corporate audits and compliance reviews.
• Respond to audit inquiries regarding over-limit letters, accounts receivable
• balances, outstanding inventory, and related operational matters.
• Assist bookkeeping and accounting teams with dormant funds management and 1099-S exception reporting.
• Ensure compliance with title insurance regulations, company policies, and financial controls.
• Lead, develop, and manage a team of 11 policy processing and bookkeeping professionals.
• Establish performance expectations, provide coaching, training, and ongoing development opportunities.
• Monitor workload distribution and operational efficiency to ensure service levels are maintained.
• Develop and implement process improvements to enhance accuracy, productivity, and customer service.
• Collaborate with management and operational leaders to support company objectives and resolve escalated issues.
• Complies with Company policies, procedures, regulatory requirements and completes mandatory company compliance training by assigned deadlines.
• At a minimum, the ability to work during scheduled or core business hours, Monday through Friday.
• Dependable, reliable and punctual attendance is required, which may include in-office attendance or attendance at company, industry or other events that occur outside regular business hours.
• Ability to accept supervision and direction, as well as constructive feedback.
• Demonstrates courtesy, flexibility, professionalism and is proactive and responsive to supervisor/manager, co-workers and customer needs and expectations.
• Other duties that may be assigned.

Knowledge and Skills Required:

• High school diploma required; Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.
• Minimum 5 years of title insurance, escrow, policy processing, bookkeeping, or related industry experience.
• Previous supervisory or management experience required.<