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 specified service level agreements. This role supports efficient mortgage servicing operations through detailed document administration and timely response to requests.
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, a company in the mortgage servicing and financial services industry.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
Position Overview
Confidential Client is seeking an entry-level Document Administration Specialist I to join their document administration team in Tempe, AZ. This on-site, contract role focuses on handling and processing mortgage servicing collateral and documentation, coordinating with vendors and custodians, maintaining inventory, and updating loan records to meet SLAs.
What You’ll Do
- Identify, process, and complete basic research and data entry for required mortgage documents (e.g., lien releases, assignments of mortgage, allonges, lost note affidavits, partial releases, assumptions).
- Review prepared loan documentation for completeness, accuracy, and compliance with documentation standards.
- Request and manage collateral files from investor-designated document custodians to support loss mitigation, bankruptcy, and foreclosure workflows.
- Coordinate frequently with vendors, investors, portfolio managers, and internal teams to resolve inquiries and fulfill document requests within SLAs.
- Maintain and update real-time inventories of physical collateral and digital images; prepare and ship requested documents or full files.
- Update loan systems (including updates to MERS where applicable) and annotate actions/follow-ups in all appropriate platforms.
- Review daily task queues and exception reports; complete monthly inventory audits with custodians and on-site file rooms.
- Perform related duties as assigned to support smooth document administration operations.
Qualifications
- High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
- Prior exposure to mortgage servicing documents or financial services record handling is a plus.
- Strong attention to detail, ability to handle confidential material professionally and ethically.
- Solid time-management skills and the ability to prioritize to meet deadlines and volume goals.
- Proficient with Microsoft Office (Word, Excel, Outlook).
- Good written and verbal communication skills for vendor and stakeholder interactions.
- Basic research and analytical skills to interpret applicable state laws and documentation requirements.
- Required: smartphone that meets company security standards and can install authentication apps (employment contingent on this requirement).
Employment Details & Compensation
- Employment type: Contract
- Location: Tempe, AZ (on-site)
- Estimated salary: $46,572 per year (estimated)
Why This Role
Join a team that supports homeowners by maintaining accurate loan documentation and ensuring timely access to collateral. This role is a strong fit for detail-oriented, organized candidates who want to build foundational experience in mortgage servicing and document administration.
Benefits & Programs (offered by Confidential Client)
- 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 & certification reimbursement
- Employee mortgage loan program
- Employee emergency/disaster support programs
- Volunteer Time Off and matching gifts programs
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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