Document Control Administrator

2 weeks ago

O'Fallon, United States Cenlar Full time

The Document Control Administrator is responsible for identifying and reviewing incoming mortgage documents to determine if all information is complete according to internal policies and procedures as well as state and federal guidelines. This position will also maintain accurate records for all mortgage documents in order to provide an effective document control process.

Responsibilities:

  • Accurately reviews and identifies loans associated with incoming document packages for completeness
  • Completes document reviews and updates within 24 hours from document receipt date
  • Identifies and records mortgage information within the package when mortgage documents are not present
  • Updates Document Tracking System with all documents / information that has been provided by the custodian
  • Maintains "Documents Received in Error" spreadsheet, identifies all specific information related to the document package, and provides package to proper individual to return to custodian
  • Keeps Management informed of all instances when custodians are not providing the data in the required manner
  • Generates letters, updates systems and mails letters to mortgagors
  • Reviews Cenlar Security files to determine if recording information or recorded documents are present
  • Updates Tracking System with findings
  • Accesses imaging site to review and extract for requested documents
  • Accesses county records to review for recording information
  • Prepares files for off-site storage
  • Reviews all incoming mortgage document mail and validate all documents are present in mail package
  • Follows-up on missing documents, incorrect custodians and other issues related to document procurement
  • Manages incoming Document Control Report which identifies tracking numbers, date and time of document receipt
  • Assists in answering borrower, client and internal employee questions pertaining to document receipt and tracking
  • Works with other team members to resolve difficult issues and items
  • Assists in the continuing documentation of work policies and procedures
  • Meets departmental 24-hour standard turnaround time from document receipt date to tracking system updating
  • Provides backup for the following assignments: Record Retention; Outgoing Documents to Mortgagors; Lien Release Request to County
  • Consistently complies with all company guidelines and policies
  • Completes other duties and projects as assigned
  • Appropriately assess risk when business decisions are made, include but not limited to compliance and operational risk. Demonstrate consideration for Cenlar's reputation as well as our clients, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues, as well as effectively supervise the activity of others and create accountability with those who fail to maintain these standards.
Foreclosure
  • Accurately updates systems, such as Director (fka Black Knight MSP), LoanSphere FC (fka LPS Desktop PM) to ensure controls are met and procedures are followed
  • Coordinates a pipeline of document requests on a timely basis
  • Partners with Document Execution Specialist needs
  • Reviews finished documents for completeness
  • Organizes and coordinates the printing and scanning of documents as well as prepares shipping materials to send them both physically and electronically to the firms and vendors
  • Scans documents into a printer for imaging into LoanSphere FC (fka LPS Desktop PM)
  • With great attention to detail, merges individual document pages into one document
  • Works on multiple tasks and processes to ensure they are executed against the highest priority of items
  • Effectively communicates errors identified in a professional manner
  • Trains peers or new hires on the procedures based upon business need
  • Appropriately assess risk when business decisions are made, include but not limited to compliance and operational risk. Demonstrate consideration for Cenlar's reputation as well as our clients, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues, as well as effectively supervise the activity of others and create accountability with those who fail to maintain these standards.
Qualifications:
  • High school diploma or GED required
  • 1 -2 years mortgage servicing experience desired
  • Knowledge of Black Knight systems LoanSphere FC (fka LPS Desktop PM) and Director (fka MSP) preferable
  • Mortgage document experience and/or Fidelity experience
  • Adept in reviewing documents and determining that all pertinent recorded documents are present
  • Be able to work in a fast paced environment
  • Good verbal and written communication skills
  • Computer literate
  • Excellent computer keying and filing skills
  • Excellent reading and comprehension skills
  • Desire to provide the highest level of service to clients and their customers
  • Excellent organizational, communication and interpersonal skills as well as the ability to work as a team member
  • Be able to work in a fast paced environment
  • Willing and capable of lifting 35 pound document retention boxes
  • Detailed oriented
  • Typing and filing skills
  • Must be able to manipulate and organize files stored on shelves or in filing cabinets
  • Upon business need must be willing and eligible to become a notary public for Cenlar use
  • It is critical that you have an understanding of requirements under various state laws
  • Understanding of document execution business and how it supports other businesses and functions

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