Processing & Documentation Coordinator

Key Responsibilities

A. Due Diligence

• Conduct thorough due diligence on all properties prior to offering or sale.
• Verify ownership, title authenticity, tax declarations, zoning classification, and encumbrances.
• Coordinate with government offices (RDO, Assessor, RD, Treasurer, DENR, etc.) for verification.
• Provide due diligence reports and risk assessments to OM and Sales Team.

B. Titling & Transfer

• Process title transfer, consolidation, subdivision, annotation lifting, and correction of entries.
• Coordinate with Registry of Deeds, Assessor’s Office, BIR, LGUs, and DENR for all titling requirements.
• Ensure complete documentation for transfer: CAR, tax clearance, deed of sale, IDs, proof of payment, etc.
• Monitor all titling timelines and update clients and OM regularly.

C. Documentation Troubleshooting

• Resolve documentation concerns for properties in Bacolod (association dues), Quezon City (tax declaration, Skyworld), and others.
• Coordinate open concerns with LGUs, lawyers, property managers, and internal departments.
• Monitor properties with land‑locking issues or illegal settlers.

D. Internal Support to Sales & OM

• Prepare documentation summaries for LOI approvals and reservation processing.
• Support the Sales Team by providing updated titles, tax decs, maps, and property records.
• Track sales progress and documentation status per property.
• Assist in preparing meeting agendas and minutes (with AI support).
• Assist the OM with travel arrangements, flight bookings, CA, and liquidation.
• Handle agents' daily greetings/nurturing and collate their needs and concerns.
• Facebook posting, monitoring, and coordination with marketing.

E. Records Management

• Maintain digital and physical documentation folders.
• Implement version control and proper labeling of all documents.
• Ensure confidentiality and secure handling of client information.

Additional Requirement:External Client Services

The Documentation Coordinator shall also provide services to external clients, not limited to First Standard Finance Corp, including corporations, individuals, developers, investors, and private landowners.

Scope of External Services:

• Process documentation for external clients: title transfer, consolidation, verification, due diligence, tax decs, CAR, and estate settlement.
• Prepare service proposals, cost estimates, and timelines.
• Handle due diligence checks for clients acquiring, selling, or investing in real estate.
• Coordinate directly with government agencies on behalf of clients.
• Provide regular updates and maintain professional confidentiality.
• Support the expansion of documentation services as a revenue‑generating arm of the company.

Qualifications

• Graduate of any business, legal management, finance, or related course.
• Strong understanding of real estate processes, titling, and documentation.
• Experience dealing with LGUs, BIR, Assessor, and Registry of Deeds is an advantage.
• Excellent communication skills (written and verbal).
• Organized, detail‑oriented, and capable of handling multiple deadlines.
• Ability to work with minimal supervision.

Competencies

• Knowledge of real estate laws and documentation procedures.
• Strong analytical and problem‑solving skills.
• Time management and prioritization.
• High level of integrity and confidentiality.
• Customer service and client coordination.

Work Location: In person