Escrow Assistant S & S Closings & Escrow

Fremont Economic Development Corporation; Vista (CA); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Comprehensive health, dental, and vision insurance

Simple IRA with company match

20 days PTO and 10+ paid holidays

Professional development support

Flexible Monday-Friday schedule

Job summary

An independent title company in Vista is seeking an Escrow Assistant to support our closing team. Responsibilities include managing document accuracy, coordinating communications, and ensuring compliance. Ideal candidates will have 1–2+ years in a related field, be detail-oriented, and possess strong computer skills. The role offers a salary between $45,000 and $65,000, comprehensive benefits, and opportunities for professional development. Join us in shaping the future of an independent title company.

Qualifications

• 1–2+ years in title, escrow, real estate, lending, or a related field.
• Familiarity with settlement statements, closing disclosures, and recording procedures is a plus.
• Notary Public commission (or willingness to obtain within 90 days) is preferred.

Responsibilities

• Open new orders in Qualia; prepare and distribute opening packages to all parties.
• Prepare closing documents under Escrow Officer direction, audit for accuracy and compliance.
• Submit closing packages to lenders and track recordings.

Skills

Strong computer skills

Detail-oriented

Organized under pressure

Strong communicator

Self-directed

Tech-comfortable

Education

Associate’s degree or coursework in business, real estate, or paralegal studies

Tools

Qualia

Microsoft Office

Adobe Acrobat

Job description

"Proudly independent agency for 20+ years. Architecting the next phase. Seeking brave soul for coming journey."

Are you organized to a fault, sharp on the details, and looking for a place where your work actually matters? Mountain West Ensemble is looking for an Escrow Assistant to join our closing team in Buena Vista. You’ll work directly alongside our Escrow Officers, keeping files moving from contract to close — and you’ll do it at a company where independent means something.

The Role:

You’re the operational backbone of our closing team. From the moment an order comes in to the day the file is closed out, you’re the one making sure nothing falls through the cracks — documents are right, parties are informed, deadlines are hit, and funds move where they’re supposed to go. You’ll touch every phase of the transaction:

Core Responsibilities

Pre-Closing & File Setup

• Open new orders in Qualia; prepare and distribute opening packages to all parties


• Order title commitments, payoffs, HOA estoppels, tax certs, and surveys; track everything to completion


• Verify contract and order details for accuracy before the file moves forward

Coordination & Communication

• Be the go-to contact for agents, lenders, and clients on file status and scheduling


• Chase down outstanding items proactively — don’t wait for someone to ask


• Schedule and coordinate closings, including mobile and remote when needed

Documents & Funds

• Prepare closing documents (deeds, affidavits, transfer declarations) under Escrow Officer direction


• Audit all closing documents for accuracy and compliance before they hit the table


• Process incoming funds, verify outgoing wires per fraud-prevention protocols, and disburse per settlement statements

Post-Closing & Compliance

• Submit closing packages to lenders and underwriters; transmit and track recordings


• Handle 1099-S reporting and file close-out per company standards


• Support FinCEN Residential Real Estate Reporting compliance — this is new for the industry and you’ll help us stay ahead of it

What We're Looking For

Experience

• 1–2+ years in title, escrow, real estate, lending, or a related field


• Strong computer skills — Microsoft Office, Adobe Acrobat, and ideally Qualia or similar closing software (SoftPro, RamQuest, ResWare)


• Familiarity with settlement statements, closing disclosures, and recording procedures is a plus

Professional Qualities

• Detail-obsessed: You catch the errors others miss, and you don’t consider that optional


• Organized under pressure: You can manage a pipeline of concurrent files without dropping balls


• Strong communicator: Clear, professional, responsive — on the phone, in email, in person


• Self-directed: You don’t need someone hovering to stay on task and follow through


• Tech-comfortable: You learn new systems quickly and see technology as a tool, not a threat


• Discreet: You handle confidential financial and personal information with total professionalism

Preferred (Not Required)

• Notary Public commission (or willingness to obtain within 90 days)


• Knowledge of wire fraud prevention and FinCEN reporting requirements


• Associate’s degree or coursework in business, real estate, or paralegal studies

What Makes This Different

This isn’t a faceless corporate title mill. You’ll know every agent, every lender, and most of the buyers and sellers in your community by name. Your work directly impacts whether our clients have a great experience — and at a small, independent shop, that visibility goes both ways. You’ll get credit for your wins, direct access to leadership, and the chance to grow as we grow.

We’re building something here. If you want to be part of that — not just clock in and process files — keep reading. As our regional operation grows, so will your role. Start as our lead escrow officer, evolve into team leadership, and help us scale this approach to new markets.

What We Offer

• Full-time salaried role: $45,000-$65,000 (based on years of relevant experience)


• Comprehensive health, dental, and vision insurance (generously subsidized by employer)


• Simple IRA with company match


• 20 days PTO and 10+ paid holidays


• Professional development support and industry training


• In-office role (downtown BV) with occasional travel to other company offices (Salida)


• Monday-Friday schedule with flexibility for complex closings


• Directly reporting to company leadership for decision-making


• Full desk set-up and modern software stack to remove distractions from you doing your best work

Ready to Build Something Meaningful?

If you're looking for a role where your input matters, your contributions are valued, and you can help shape the future of an independent title company, we'd like to hear from you.

To Apply, send:

• Your resume


• A short note that answers two questions: 1) What draws you to the title & escrow industry, and 2) What is your professional superpower?

Join us in affirming that independent title companies can deliver superior service and maintain lasting relationships in their communities.

• Health insurance


• Paid time off


• Relocation assistance


• Vision insurance

Disclaimer: The duties and responsibilities described above are not a comprehensive list and additional tasks may be assigned to the employee, time to time; the scope of the job may change as necessitated by business demands. Click “View Application” below for more detail on this specific job.