Documentation and Conversion Associate

We are looking for a Documentation Associate responsible for the preparation, review, organization, and submission of buyer requirements for third-party financing transactions. The role involves managing buyer files throughout the documentation process—from preparing and checking application documents to tracking submissions until closure.

The Documentation Associate will work closely with the Documentation Supervisor, Sales Admin, and Permits teams. The ideal candidate is highly detail-oriented, organized, and able to maintain strict confidentiality when handling sensitive buyer and property information.

Key Responsibilities

Document Preparation & Review

• Prepare, review, and organize buyer application documents based on established requirements and guidelines.
• Check files for completeness, accuracy, and consistency, and flag missing or incorrect information.
• Coordinate with Sales Admin and Permits teams to obtain required or corrected documents.

Document Management & Filing

• Maintain organized and accurate physical and digital buyer files.
• Update documentation records, trackers, and submission statuses.
• Ensure proper filing, retrieval, and confidentiality of buyer and property documents.

Government & Financing Coordination

• Prepare document packages for submission to government agencies and 3rd party financing institutions.
• Coordinate with government offices and bank representatives under the guidance of the Documentation Supervisor.
• Track submission progress and escalate delays, rejections, or additional requirements.

Buyer & Cross-Functional Support

• Respond to routine buyer inquiries regarding documentation requirements and submission status.
• Coordinate with internal teams to align documentation requirements and timelines.
• Assist in preparing documentation reports, updates, and audit requirements.

Compliance & Recordkeeping

• Follow established documentation procedures, checklists, and regulatory requirements.
• Ensure buyer files are complete and properly maintained for submission, audit, or archiving.
• Handle sensitive buyer and property information with a high level of confidentiality.

Qualifications

• Bachelor’s degree in any four-year course
• Fresh graduates are welcome to apply
• Experience in documentation, administrative support, real estate, banking, or government transactions is an advantage
• Proficient in Microsoft Office, particularly Word and Excel
• Comfortable working with online systems and government agency portals
• Willing to conduct liaison work at government agency offices

Ideal Candidate Profile

• Strong attention to detail and accuracy
• Organized and systematic in handling documents and records
• Able to manage multiple files and deadlines
• Good written and verbal communication skills
• Reliable in following established procedures
• High regard for confidentiality
• Willingness to learn real estate and financing documentation processes

This role provides hands-on exposure to real estate documentation, 3rd party financing, government transactions, buyer coordination, and compliance, making it an excellent opportunity for professionals looking to build expertise in real estate transaction support.

At J. Nitton, we create lasting legacies.
Learn more about us at: https://jnitton.com/