Settlement VA

Position: Settlement Assistant Department: Settlement Team / Production Role Type: Work from OƯice Employment Type: Full-Time Shift: US Business Hours Experience: 4 - 5 years in Settlement Team Position Summary The Settlement Agent is responsible for coordinating and facilitating the real estate closing and settlement process from receipt of the final title commitment through disbursement and completion of the transaction. The Settlement Agent works closely with buyers, sellers, lenders, real estate agents, title examiners, attorneys, and other parties to ensure that all closing requirements are satisfied, documents are accurately prepared and executed, funds are received and properly disbursed, and the transaction is completed in compliance with company policies, lender instructions, and applicable federal and state regulations. The ideal candidate should have strong attention to detail, excellent organizational and communication skills, and the ability to manage multiple transactions while meeting strict closing deadlines. Key Responsibilities 1. Pre-Closing & Settlement Preparation Review the title commitment, title requirements, lender instructions, and closing file for completeness. Coordinate with the title and closing teams to clear outstanding title requirements. Review payoƯ statements, invoices, tax information, HOA/condominium information, and other settlement-related documents. Obtain and verify necessary documents and information from buyers, sellers, lenders, real estate agents, and other parties. Prepare or coordinate preparation of settlement statements, Closing Disclosures, ALTA Settlement Statements, and other closing documents as applicable. Verify that all financial figures, credits, prorations, fees, commissions, taxes, payoƯs, and adjustments are accurate. Review lender instructions and ensure all lender-specific closing requirements are satisfied. Coordinate with all parties to resolve discrepancies prior to closing. 2. Closing Coordination Schedule and coordinate real estate closings with all parties. Communicate closing date, time, location, and requirements to the buyer, seller, lender, agents, and other stakeholders. Ensure that all required closing documents are available and properly prepared. Conduct or assist with the closing process and facilitate execution of required documents. Verify identification and signing requirements in accordance with company policies and applicable regulations. Ensure that documents are properly signed, notarized, dated, and completed. Handle questions and issues that arise during the closing process and escalate complex matters when necessary. 3. Funds & Disbursement Confirm receipt of required closing funds prior to disbursement. Verify wire instructions and follow company procedures designed to prevent wire fraud. Review the final settlement figures before disbursement. Coordinate payment of lender payoƯs, taxes, commissions, recording fees, HOA balances, seller proceeds, and other authorized disbursements. Prepare and process disbursement packages and authorization documentation. Ensure funds are disbursed accurately and in accordance with the settlement statement and closing instructions. Maintain accurate records of all incoming and outgoing funds. Coordinate with accounting or escrow personnel to reconcile the closing file. 4. Post-Closing Review the completed closing package for missing signatures, dates, initials, notarizations, or other deficiencies. Coordinate recording of deeds, mortgages, releases, and other recordable documents. Follow up on rejected or deficient recordings and coordinate corrections. Ensure final title policy requirements are satisfied. Provide completed closing documentation to appropriate parties. Confirm that all post-closing requirements have been completed. Maintain an organized and audit-ready closing file. 5. Customer & Stakeholder Communication Serve as a primary point of contact for settlement-related questions. Communicate professionally with buyers, sellers, lenders, real estate agents, attorneys, and other transaction parties. Provide timely updates regarding closing status, outstanding requirements, funding, recording, and disbursement. Respond promptly to emails and telephone calls. Explain settlement procedures and documents clearly while maintaining professionalism and confidentiality. Escalate legal, title, funding, or compliance issues to the appropriate manager or attorney. 6. Compliance & Risk Management Follow company policies, title underwriter requirements, lender instructions, and applicable state and federal regulations. Maintain strict confidentiality of customer, financial, and transaction information. Follow established procedures for wire verification and fraud prevention. Comply with applicable requirements relating to identity verification, OFAC screening, escrow accounting, and record retention. Immediately report suspicious activity, discrepancies, wire fraud concerns, or compliance issues to management. Maintain accurate and complete transaction records. 4–5 years of experience in title, escrow, settlement, real estate closing, mortgage, or a related field preferred. Knowledge of the U.S. real estate closing and title insurance process. Understanding of settlement statements, title commitments, payoƯs, prorations, and closing documents. Strong knowledge of Microsoft OƯice, Google Workspace, or similar productivity tools. Experience with title/escrow software such as AccuTitle, SoftPro, ResWare, Qualia, or similar platforms is preferred. Preferred Experience Experience handling residential real estate purchase and refinance transactions. Experience preparing or reviewing ALTA Settlement Statements and/or Closing Disclosures. Experience coordinating lender closings. Experience with title clearance and closing requirements. Experience handling escrow funds and disbursements. Knowledge of recording and post-closing procedures. Experience working with U.S. title agencies, settlement companies, lenders, or real estate law firms. Key Skills & Competencies Technical Skills  Title and settlement process knowledge  Closing document preparation and review  Settlement statement analysis  PayoƯ and tax verification  Escrow and disbursement procedures  Title commitment review  Recording and post-closing procedures  Microsoft OƯice / Google Workspace  Title production and closing software Soft Skills  Excellent attention to detail  Strong written and verbal communication  Time management and organization  Problem-solving ability  Ability to work under deadline pressure  Customer service orientation  Strong follow-up skills  Ability to manage multiple transactions simultaneously  Professional judgment and discretion  Team collaboration Performance Expectations / KPIs The Settlement Agent will be evaluated based on: Closing Accuracy: Accuracy of settlement statements, closing documents, and disbursements. On-Time Closings: Percentage of assigned transactions closed within scheduled timelines. File Quality: Percentage of files completed without avoidable errors or missing documentation. Turnaround Time: Timely completion of pre-closing and post-closing requirements. Disbursement Accuracy: Zero or minimal preventable funding/disbursement errors. Customer Service: Responsiveness and professionalism with clients and transaction parties. Compliance: Adherence to company, lender, underwriter, and regulatory requirements. Escalation Management: Timely identification and escalation of title, funding, compliance, or closing issues. Productivity: Ability to eƯiciently manage assigned transaction volume while maintaining quality. Post-Closing Completion: Timely recording, policy issuance, and completion of outstanding requirements. Working Conditions Full-time position. May require extended hours to accommodate closing schedules and transaction deadlines. Frequent communication through email, telephone, and video conferencing. Requires the ability to manage multiple transactions and competing priorities. Position may be oƯice-based, hybrid, or remote depending on company requirements. Core Objective To ensure every real estate transaction progresses from pre-closing through funding, recording, and final completion accurately, eƯiciently, securely, and in compliance with company, lender, underwriter, and regulatory requirements. Success in this role means: Accurate Closing + Timely Funding + Proper Disbursement + Complete Documentation + Satisfied Clients Requirements Title & Settlement Process Closing Documents Settlement Statement Analysis Title Commitment Review Escrow & Disbursement Post-Closing Procedures U.S. Real Estate Closing Lender Coordination Title Clearance ALTA / Closing Disclosures Attention to Detail Communication Problem Solving Transaction Management Compliance.