Escrow Officer / Escrow Assistant

Location: Central or Northeast Ohio
Department: Title & Escrow Services
Employment Type: Full-Time

Overview

This role supports residential and/or commercial real estate closings by managing escrow files, coordinating with all transaction parties, and ensuring compliance with state, federal, and company requirements. The position may be filled at the Escrow Officer or Escrow Assistant level depending on experience, licensing, and demonstrated competency.

Key Responsibilities

Core Responsibilities (Both Levels)

• Manage and track escrow files from opening through post‑closing, ensuring accuracy, timeliness, and compliance with Ohio real estate and title regulations.
• Communicate professionally with real estate agents, lenders, buyers, sellers, attorneys, and internal title staff.
• Prepare, review, and process escrow documents including settlement statements, title commitments, lender packages, and disbursement instructions.
• Collect, verify, and organize required documentation such as payoffs, invoices, tax information, and homeowner association details.
• Maintain accurate file notes, follow-up tasks, and documentation in the company’s escrow/title software.
• Support a smooth closing experience by coordinating scheduling, preparing closing packages, and ensuring all parties have required information.
• Uphold ALTA Best Practices, company policies, and all applicable state and federal regulations.

Escrow Assistant Responsibilities (Entry to Mid-Level)

• Open new escrow orders, order title work, and perform initial file setup.
• Assist with preparation of closing documents under the direction of an Escrow Officer.
• Obtain payoffs, HOA statements, tax certifications, and other required third‑party information.
• Balance files, verify funding conditions, and prepare checks or wires for disbursement.
• Provide administrative support including phone coverage, customer updates, and document scanning.
• Identify issues in the file and escalate appropriately to the Escrow Officer.

Escrow Officer Responsibilities (Mid to Senior-Level)

• Serve as the primary point of contact for assigned transactions, managing the full closing process independently.
• Review title commitments, clear title issues, and coordinate curative actions with underwriters or attorneys.
• Prepare and finalize Closing Disclosures, ALTA settlement statements, and all closing documents.
• Conduct closings (in‑person or remote), explain documents, and ensure proper execution.
• Approve and authorize funding, disbursements, and file balancing.
• Resolve complex transaction issues, negotiate solutions, and maintain strong client relationships.
• Mentor and support Escrow Assistants and junior staff.

Qualifications

Required (Both Levels)

• High school diploma or equivalent; additional education in business, real estate, or finance is a plus.
• Strong attention to detail, organizational skills, and ability to manage multiple files simultaneously.
• Excellent communication and customer service skills.
• Proficiency with escrow/title software (e.g., SoftPro, RamQuest, ResWare) and Microsoft Office.
• Ability to work in a fast-paced, deadline-driven environment.

Preferred for Escrow Assistant

• 1–2 years of experience in title, escrow, lending, or real estate administration.
• Familiarity with Ohio real estate practices and closing procedures.

Preferred for Escrow Officer

• 3–5+ years of escrow or title experience with demonstrated ability to manage files independently.
• Experience conducting closings and preparing settlement statements.
• Ohio Title Insurance License (or ability to obtain).
• Strong understanding of title curative processes and lender requirements.

Competencies

• Customer Focus — Builds trust and delivers a positive closing experience.
• Problem Solving — Identifies issues early and resolves them efficiently.
• Accuracy & Compliance — Ensures all documents and funds meet regulatory and company standards.
• Team Collaboration — Works effectively with internal and external partners.
• Time Management — Prioritizes tasks and meets critical deadlines.

Work Environment & Schedule

• Standard business hours with flexibility during peak closing periods.
• Office-based, hybrid, or branch‑based depending on company structure.
• Occasional travel to local real estate offices or signing locations may be required.

Details