Front Desk Coordinator / Title Assistant

Title Financial Corp; Dillon (MT); On-site; USD 32,000 - 40,000; Full time

Job summary

Title Financial Corp is seeking a Front Desk Coordinator / Title Assistant in Dillon, MT. This role supports Title Officers and Escrow staff by handling front-desk duties, title orders, document handling, and client communication.

The candidate should be friendly, professional, and capable of handling multiple tasks in a fast-paced environment, with strong organizational and communication skills and basic data-entry ability.

Qualifications

• Must be at least 18 years of age.
• Valid driver’s license and ability to pass an MVR and background check.
• High school diploma or equivalent.
• At least one year of relevant work experience.
• Experience with data entry, data access, or related tasks.
• Proficiency with Google or Microsoft Office Suite.

Responsibilities

• Answer and route telephone calls professionally; gather information to direct inquiries.
• Greet clients courteously and direct them to the appropriate person or department.
• Maintain a clean, organized, welcoming front office each day.
• Accept earnest money and provide receipts; deposit funds per policy.
• Open and process new title orders by inputting data into systems.
• Verify order data; clarify with coworkers as needed.
• Deliver title orders accurately and on time.
• Research and compile property information (chain of title, tax statements, maps, etc.).
• Proofread documents for accuracy; correct errors or omissions.
• Record documents and manage the recording process efficiently.
• Handle clerical tasks across departments (mail, filing, supplies, typing, copying, scanning).
• Deliver documents to clients, banks, courthouses, or other locations.
• Respond to customer inquiries and resolve title clearance issues.
• Explain sections of title reports to customers.
• Communicate professionally with staff and customers, in person or by phone.
• Support company core values and culture.
• Be adaptable to changing responsibilities and expectations.
• Adhere to all company policies and attendance expectations.

Skills

Verbal & written communication

Interpersonal skills

Organizational skills

Time management

Problem solving

Prioritization

High-paced environment

Google Workspace

Microsoft Office

Data entry

Education

High School Diploma or equivalent

Tools

Google Workspace

Microsoft Office

Job description

Front Desk Coordinator / Title Assistant

About this position

The Front Desk / Title Assistant performs a variety of clerical and administrative duties to support Title Officers and Escrow staff. This includes greeting clients, answering phones, managing title orders, and maintaining a professional and welcoming front office environment. The role involves researching and compiling property information, processing title orders, and supporting the title and escrow departments with document handling and customer service. The ideal candidate is friendly, polished, and professional both in person and over the phone, and demonstrates a genuine interest in helping others.

Supervisory Responsibilities

• None.

Essential Job Duties/Responsibilities

• Answer and route telephone calls professionally; gather relevant information to direct inquiries appropriately; take accurate messages.
• Greet clients courteously and direct them to the appropriate individual or department.
• Ensure the front office area is clean, organized, and welcoming at the start of each day.
• Accept earnest money and provide accurate receipts; deposit funds per company policy.
• Open and process new title orders by inputting data into the production system.
• Verify order information including legal descriptions, addresses, and buyer/seller data; obtain clarification from coworkers as needed.
• Ensure accurate and timely delivery of title orders.
• Research, create, and deliver property profile information such as chain of title, tax statements, assessments, plat maps, demographics, legal descriptions, and parcel numbers.
• Proofread documents for accuracy and completeness; identify and correct errors or omissions.
• Research and record documents; manage the recording process efficiently.
• Perform clerical tasks for all departments including mail handling, filing, ordering supplies, typing documents, making copies, scanning, and other administrative duties as needed.
• Deliver documents to clients, banks, courthouses, or other locations as required.
• Respond to customer inquiries and resolve issues related to title clearance.
• Interpret and explain sections of the title report to customers.
• Verify legal descriptions (metes and bounds / lot and block) by researching property, address, and ownership; may revise maps and plats to ensure accurate property identification.
• Communicate effectively and professionally with company employees and customers by phone, in person, or through correspondence.
• Support corporate core values, purpose, goals, and culture.
• React to change positively and productively, including as a result of the expansion of job responsibilities and expectations.
• Adhere to all company policies and standards, including the expectation of prompt, predictable, and regular attendance.
• Other job duties as required.

Required Skills/Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal, sales, and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks, meet deadlines, and notify others when assistance is needed.
• Ability to function well in a high-paced environment.
• Proficient with Google or Microsoft Office Suite or related software.
• Basic to advanced computer skills including demonstrated ability to learn new programs.
• Ability to operate a company or personal vehicle for errands or training.

Education and Experience

• Must be at least 18 years of age.
• Must have a valid driver’s license and have the ability to pass an MVR and background check.
• High school diploma or equivalent.
• At least one year of relevant work experience.Previous experience using a personal computer including data entry, accessing data, or other relevant experience.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 50 pounds at times.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The job description is not designed to cover a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change any time with or without notice.