Office Administrative Assistant

Position Summary

The Office Administrative Assistant provides essential administrative and operational support to the Office & Culture team and our title operations. This role ensures smooth communication across departments, accurate preparation of closing and title documents, and efficient front office operations. The position requires a high level of accuracy, customer service, and the ability to manage multiple priorities in a deadline-driven environment. This role begins as temporary with potential for permanent hire based on performance.

Key Responsibilities

Office Support

• Answer, screen, and route incoming calls promptly and professionally.
• Provide a positive, service-oriented experience for clients, partners, and internal teams.

Closing & Document Coordination

• Schedule title closers by aligning client preferences with internal T1 quota requirements.
• Track and maintain daily closer quotas and updates using Excel.
• Prepare, print, and assemble complete closing packages, ensuring all original documents—including surveys—are included and properly ordered.
• Track and follow up with closers on closing packages to ensure we receive them in a timely manner
• Input and update closing details in Trello
• Print and mail original title reports and recorded documents via FedEx or hand delivery.
• Order and follow up on title and tax contins for files and submit returns to readers as needed.

Title Report Preparation

• Generate title report schedules and incorporate municipal searches into reports.
• Remove non-applicable pages and accurately complete title report cover pages
• Transcribe legal descriptions, covenants and restrictions (Schedule B Exception 5), and mortgage schedules from the abstract.
• Proofread title report and prepare emails for distributing reports to relevant parties.

Additional Administrative Duties

• Track and follow up on abstracts and municipal searches to ensure timely completion and receipt.
• Print cover pages for recorded documents and coordinate mailing to clients as required.
• Process property tax payments for five borough files, ensuring payments are completed accurately and within applicable deadlines.
• Scan and organize closing packages in Adobe, categorizing documents by document type for proper recordkeeping and accessibility.
• Assist with additional projects, administrative tasks, and other related duties as needed to support the team and overall business operations.

Core Competencies

• Attention to Detail – Produces accurate work products with minimal errors across documents and data entry.
• Organization & Time Management – Prioritizes and manages competing deadlines effectively.
• Customer Focus – Understands client needs and delivers professional, responsive service.
• Communication – Writes and speaks clearly, adapting communication style as needed.
• Collaboration – Works well with teams across Title, Recording, Escrow, and Operations.
• Adaptability – Is flexible and adjusts quickly to shifting priorities and urgent requests.
• Critical Thinking & Problem-Solving – Identifies issues early and recommends effective solutions.

Qualifications Required

• Proficiency in Microsoft Office (Word, Excel, Outlook) and capacity to learn new systems quickly.
• Strong verbal and written communication skills.
• High accuracy in document handling, message-taking, and data entry.
• Ability to manage multiple deadlines in a fast-paced environment.
• Demonstrated professionalism, reliability, and discretion when handling confidential information.
• Ability to communicate effectively with multiple departments and client-facing teams.

Preferred

• Experience in title insurance, real estate, or administrative operations.
• Familiarity with Trello or workflow/project management tools.

Work Location: In person
Job Type: Temporary

Pay: $20.00 per hour

Expected hours: 40.0 per week

Work Location: In person