Document Administration Specialist I(On-Site)
The Document Administration Specialist I at Confidential Client is an entry-level role responsible for managing mortgage servicing documents, including receiving, cataloging, and shipping collateral and servicing files. The specialist ensures accuracy and completeness of loan documentation, communicates with vendors and partners, and maintains inventory and records within defined service level agreements. This role supports efficient processing of mortgage servicing functions and requires strong organizational, communication, and research skills.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Admin.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
Overview
This is an entry-level, on-site Document Administration role supporting mortgage servicing operations for a confidential client. The position is Full-time / Contractor and is based in Tempe, AZ.
- Estimated pay: $44,568 per year (estimated)
- Employment type: Full time, Contractor
- Location: Tempe, AZ
Primary Function
The Document Administration Specialist I is an entry-level generalist responsible for receiving, cataloging, tracking, and shipping collateral and servicing documentation. This role performs document review, basic research, vendor communications, data entry, and inventory maintenance to support timely mortgage servicing operations for the confidential client.
Principal Duties
- Identify, process, and complete basic research and data entry for required mortgage documents (e.g., lien releases, assignments of mortgage, allonges, lost note/mortgage affidavits, partial releases, assumptions) for loans serviced by the confidential client and affiliated servicers.
- Review prepared loan documentation for completeness, accuracy, and compliance with documentation standards.
- Complete document requests within defined SLAs and update task queues and exception reports as needed.
- Request collateral files from investor-designated document custodians and follow up to obtain necessary documentation for Loss Mitigation, Bankruptcy, and Foreclosure proceedings.
- Communicate with vendors, investors, portfolio managers, and servicing partners professionally and promptly.
- Update and annotate all actions and follow-ups in relevant systems.
- Update Mortgage Electronic Registration Systems (MERS) records as required to reflect servicing transfers and ownership interests.
- Maintain real-time inventories of physical collateral and images of received documents.
- Catalog, package, and prepare shipments of requested documents or full collateral/servicing files.
- Perform monthly inventory audits with custodians, file centers, and the onsite file room.
- Review and resolve exception reporting across the inventory and check-in/check-out processes.
- Perform other duties as assigned.
Education & Experience
- High school diploma or equivalent required.
- Associate or bachelor’s degree preferred.
- Relevant administrative or document-management experience is a plus but not required for entry-level candidates.
Knowledge, Skills & Abilities
- Basic understanding of mortgage servicing documents or willingness to learn.
- Ability to handle confidential material in a professional and ethical manner.
- Strong interpersonal and professional written/verbal communication skills.
- Strong time-management skills and ability to meet deadlines and SLAs.
- Ability to prioritize workload to meet volume goals and performance standards.
- Proficiency with MS Office (Word, Excel, Outlook).
- Research and analytical skills to interpret applicable state laws and investor requirements.
- Comfortable using mobile device apps (company security standards apply).
Benefits & Perks
The confidential client offers a total rewards package designed to support employees, which may include:
- Medical, dental, and vision insurance
- Health Savings Account with employer contribution
- 401(k) retirement plan with employer match
- Paid parental and caregiver leave
- Adoption assistance
- Tuition and certification reimbursement
- Employee mortgage loan program
- Employee emergency/disaster fund
- Volunteer Time Off and corporate matching gift opportunities
- Employee Resource Groups and CSR programs
Additional Information
- All employees must have smartphones that meet company security standards and can install required apps (e.g., Microsoft Authenticator). Employment may be contingent on this requirement.
- This job description is intended to describe the general nature of the work but is not an exhaustive list of responsibilities. Management may modify duties as necessary.
- This role will be posted and filled in compliance with applicable U.S. state and federal employment laws.
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
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