Document Administration Specialist I(On-Site)

Coast One Mortgage; Tempe (AZ); On-site; USD 39,000 - 52,000; Full time

Benefits offered by this job

Medical insurance

HSA with employer contribution

401(k) match

Parental leave

Tuition reimbursement

Volunteer time off

ERGs and company programs

Job summary

Newrez is hiring a Document Administration Specialist I in Tempe to support receiving, cataloging, and shipping servicing documents and collateral files. You will interact with vendors and servicing partners to ensure timely processing and accurate record keeping.

The role is entry level, requiring a high school diploma (associate or bachelor’s preferred). You will assist with data entry, audits, and maintaining inventory across systems while supporting Loss Mitigation and Foreclosure workflows.

Qualifications

• Basic understanding of mortgage servicing documents.
• Ability to handle confidential material professionally.
• Strong interpersonal and communication skills in vendor relationships.

Responsibilities

• Identify, process and complete basic research and data entry for required documents (Lien Release, Assignments, Allonges, Lost Note/ Mortgage affidavits, etc.).
• Review loan documentation for thoroughness, accuracy and compliance with standards.
• Ensure documents are completed within defined SLAs and conditions.
• Request collateral files from investors/vendors to support Loss Mitigation, Bankruptcy and Foreclosure processes.
• Address inquiries from vendors, investors and portfolio managers promptly and professionally.
• Update and annotate actions/follow-ups in all systems for loans.

Skills

Data entry

Communication skills

Time management

Research abilities

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

MS Office Suite

Job description

Who We Are

At Newrez, we bring big thinkers and caring doers together to make home happen. We’re a team built on heart and hustle, united by a commitment to show up for our customers, our communities, and each other. We believe that when our people thrive, homeowners thrive - and that’s why we invest in your growth, wellbeing, and ability to make an impact. Every day, we work to exceed the expectations of our residential mortgage borrowers and business partners through superior service, simple processes, and clear communication. We do this by empowering our employees, encouraging innovative solutions and recognizing great performance.

Primary Function

The Document Administration Specialist I is the entry level generalist role. The Document Administration Specialist I can be assigned tasks related to receiving, cataloging, and shipping requested collateral and/or servicing documentation or full physical files to 3rd party firms, 3rd party document custodians, and/or 3rd party vendors, reviewing mortgage servicing documents, placing orders with vendors, responding to and processing customer requests, data entry and general research. The Document Administration Specialist I communicates heavily with vendors and servicing partners to facilitate the administration of all documents related functions in a timely manner.

Principal Duties

• Identify, process, and complete basic research and data entry for required documents (Lien Release, Assignments of Mortgage, Allonges, Lost Note Affidavits, Lost Mortgage Affidavits, Partial Releases, Assumptions, etc.) for loans serviced by Newrez & Shellpoint Mortgage Servicing with various levels of complexity.
• Review prepared loan documentation to ensure thoroughness, accuracy, and completeness with documentation standards.
• Ensure requested documentation is accurately completed within specific task SLAs.
• Request collateral files from investor designated document custodians to ensure that all needed documentation is obtained (within specific SLAs) to efficiently process Loss Mitigation, Bankruptcy and Foreclosure proceedings.
• Address inquiries from vendors, investors, Portfolio Managers, etc. professionally and in a timely fashion.
• Review daily task queue and exception reports to ensure completion of assigned duties within specific SLAs.
• Update and annotate all actions/follow-ups processed on loans in all appropriate systems.
• Update Mortgage Electronic Records System, Inc. (MERS) database to ensure adequate reporting of changes in mortgage servicing rights and beneficial ownership interests in loans serviced by SMS.
• Update and maintain real-time inventory of received physical collateral and servicing files.
• Update and maintain real-time inventory of images of documents contained within the physical collateral and servicing files received.
• Identify, process, catalog/inventory and prepare shipments of any requested documents (Assignments of Mortgage, Allonges, Lost Note Affidavits, Lost Mortgage Affidavits, etc.) or full collateral/servicing files for loans serviced by Newrez & Shellpoint Mortgage Servicing with various levels of complexity.
• Ensure requested collateral files and/or specific documents are accurately processed within the inventory system within predefined SLAs.
• Review and process exception reporting at various stages of the inventory and check-in/check-out process.
• Complete monthly inventory audits with custodians, file centers and the onsite file room.
• Performs related duties as assigned by supervisor.

Education & Experience

High school diploma or equivalent, required. Associate or bachelor’s degree preferred.

Knowledge, Skills, and Abilities

Basic understanding of mortgage servicing documents. Ability to handle confidential material in a professional, ethical manner. Strong interpersonal skills to build and maintain professional relationships with vendors, co‑workers, etc. Professional communication skills – written & verbal. Strong time management skills & ability to respond to vendor/inter‑departmental requests in a timely fashion. Ability to prioritize workload to meet deadlines and achieve volume goals and performance standards. Proficient knowledge of MS Office: Word, Excel & Outlook. Research & analytical skills to comprehend applicable state laws.

Additional Information

While this description is intended to be an accurate reflection of the position’s requirements, it in no way implies/states that these are the only job responsibilities. Management reserves the right to modify, add or remove duties and request other duties, as necessary. All employees are required to have smart phones that meet Company security standards with the ability to install apps such as Microsoft Authenticator. Employment will be contingent on this requirement.

Why Newrez

We’re a great place to work because we invest in what matters: your career, your community, your wellbeing, and your future. Our total rewards package is designed to support your whole self.

Company Benefits

• Medical, dental, and vision insurance
• Health Savings Account with employer contribution
• 401(k) Retirement plan with employer match
• Paid Maternity Leave/Parental Bonding Leave/Caregiver Leave
• Adoption Assistance Tuition & Certification reimbursement
• Employee Mortgage Loan Program
• The Newrez Employee Emergency and Disaster Fund is a program to support our team members experiencing hardships
• Newrez NOW: Through Newrez NOW, our Corporate Social Responsibility program, you’ll have opportunities to give back, lead, and make a difference.
• 1 company‑paid Volunteer Time Off day (with over 40,000 volunteer hours contributed since our inception)
• Matching Gifts Program - dollar‑for‑dollar up to $1,000
• Access to grants, nonprofit resources, and volunteer opportunities
• More than $6,000,000 donated since 2020
• 1 in 5 employees participates in at least one Employee Resource Group (ERG)

Equal Employment Opportunity

We’re proud to be an equal opportunity employer- and celebrate our employees' differences, including race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, and Veteran status. Different makes us better.

About Us

In both good economic times and bad, people need homes - and mortgages to buy them. We help these people every day buy homes or refinance their current mortgage loans. In addition to offering an in-demand product, there are two things you should know about us: We value and reward entrepreneurial spirit, and we are growing. Few lenders are as innovative, as financially solid, as well managed and on track to become America’s leading lender as the Newrez Family of Companies. We deliver products and services that turn prospects into delighted customers —providing abundant opportunity for the great people who work here. These competitive advantages set us apart, and they’re why you can grow with us for the long term.