Operations Specialist

Purpose of Job

Under the direction of the President of Agave Title, the operations specialist is the go to person for managing and coordinating activities to ensure company objectives are met. The position oversees and coordinates operation activities, administers organization policies and supports the staff.

Job Duties and Responsibilities (Essential Job Functions)

Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations.

Marketing & Communications Support

• Prepare marketing flyers, promotional pieces, class invitations, and monthly "Flair" publications.
• Customize Flair pieces for individual branches.
• Assist in creating digital and print marketing materials using tools such as Canva, Adobe, and Publisher.
• Coordinate holiday signature blocks and special event communications.
• Collaborate with the Marketing Department on special projects.

Inventory & Supply Management

• Manage office inventory, including equipment, storage supplies, stationery, and promotional materials, including offsite storage unit.
• Order and maintain stock of supplies, equipment, and recurring service accounts (e.g., Simplifile, internet, office supplies).
• Reconcile and verify company account charges, ensuring accurate pricing and usage for vendors such as FedEx and Ricoh copiers/printers.

Onboarding & Employee Support

• Prepare onboarding materials, manuals, and documentation.
• Coordinate with IT to ensure new hires have required equipment, systems access, and workstation setup.
• Track and maintain employee birthdays and anniversaries; coordinate team signatures for cards and prepare internal announcements.

Operational Support & Reporting

• Prepare monthly and ongoing reports, including:
• Agave Champions and new-agent business tracking
• Escrow open/close reports
• Audit reconciliation items as needed
• Support the Recording Desk and Title Production team when coverage is required.
• Manage notary renewals, ensuring compliance with the 90-day testing and application window.
• Coordinate annual calendar orders and other recurring office-wide initiatives.

Technology & Troubleshooting

• Assist the Troubleshoot Team with technology-related requests, including phone systems and software issues (such as SoftPro).
• Coordinate with Technology and Agave teams on operational projects.

Meetings, Scheduling & Administrative Support

• Schedule and support recurring meetings such as Advisory Meetings, All Hands Meetings, and interviews.
• Prepare agendas, take meeting minutes, and distribute summaries as required.
• Handle submissions for lender approvals and new lender setup.
• Coordinate with Facilities on office projects and manage Agave-related receivables and coding for SSC submission.

Performance Expectations

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

Qualifications

Experience:

• Prior experience in administrative, operations, office coordination, or related roles.

Knowledge and Skills:

• Proficiency in Microsoft Office programs, specifically:

• Excel: above-average skills (data sorting, formulas, reconciliation tasks, pivot tables)

• Word for document creation

• Strong working knowledge of Canva, Publisher, and familiarity with Adobe tools (extracting and modifying content from marketing materials).

• Highly organized with strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Creative mindset for marketing and communications support.
• Strong interpersonal and communication skills.
• Problem-solving ability, especially regarding technical or logistical issues.
• Self-starter with the ability to work independently and collaboratively.
• Ability to work independently with minimal supervision.

We offer a full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.