Mortgage Records Management Specialist I

System One; Merrifield (VA); On-site; USD 30,000 - 47,000; Full time

Job summary

System One is seeking a Mortgage Records Management Specialist I in Vienna, VA to manage mortgage documents and ensure compliant processing. You will monitor queues, coordinate with acquisition and release teams, and support GNMA/private investor certifications.

The role requires detail orientation, independent work habits, and effective communication with internal and external partners in a fast-paced environment. Onsite work with potential C2C/W2 options.

Qualifications

• Ability to handle highly sensitive member requests with discretion.
• Experience working independently and in a team.
• Familiarity with automated systems and document processing.
• Desirable exposure to mortgage processing and documentation regulations.
• Notary license ability is a plus.

Responsibilities

• Monitor queues and respond to inquiries via email or phone.
• Review mortgage documents and coordinate with stakeholders for releases.
• Index and archive documents for efficient retrieval and compliance.
• Prepare status reports and ensure proper signatures and mail releases.
• Research and resolve issues related to lien releases and recordings.
• Coordinate with investors and title companies to obtain original documents.

Skills

Customer service

Team collaboration

Automation systems

Communication

Education

Associate degree or higher in Business Administration/Records and Archive Management

Tools

Kofax

ProKey

GNMA processes

Job description

Job Title: Mortgage Records Management Specialist I Location: Vienna, VA Type: Contract Compensation: Pay Rate: Open to Both C2C and W2 options Work Model: Onsite – onsite

Responsibilities

• Monitor and respond to various queues/queries via email and/or phone. Format reports for document release requests for efficient retrieval. Update database for outgoing documents. Reroute requests to appropriate business unit when necessary
• Review system of records and update mortgage loan servicing system confirming receipt of original documents
• Validate, prepare and coordinate with Procurement & Supply to have various mortgage documents sent to off-site storage
• Examine records of booked loans to follow up on loans not yet received
• Prioritize and forward investor-mandated documentation to Loan Delivery for performing the Ginnie Mae (GNMA) and private investor pool final certifications
• Accurately index terminal digit mortgage documents in sequential order for efficient lookup and review
• Perform pick-up of critical mortgage documents throughout main office for imaging, filing, and/or shipping to investors. Close opened mortgage servicing tasks as necessary - Narrow scope
• Obtain and prepare documentation to complete daily status reports for management - Narrow scope
• Distribute requested documents to appropriate personnel for review and processing - Narrow scope
• Resolve escalated member issues and problems such as a third party requesting a copy of a paid in full mortgage loan documentation requiring validation it was recorded by the county and verifying the member provided permission for the release - Basic research/review
• Participate in requesting original documents from investors via email and/or investor website, identifying the reason for the request (loan paid in full, modification, foreclosure)
• Return original notes stamped paid in full, recorded security instruments and recorded satisfaction documents to member; ensuring compliance with state regulations
• Review correspondence from members, attorneys, title companies and other financial institutions regarding mortgage loans, Deeds of Trust, modifications, and/or documentation for paid in full mortgage loans, and provide copies of documents as applicable
• Enter required information per statutory compliance requirements for paid in full mortgage loans using reference materials, obtain appropriate signatures and mail release documents to appropriate lien release vendor
• Ensure confidentiality and safeguarding of records and information
• Review scanned mortgage documentation and index the image into the appropriate document type
• Deliver government loans that are in investor pools and sold back and forth through secondary markets to the appropriate business unit
• Research, analyze, and resolve issues related to documentation
• Research and provide expertise for projects and testing
• Perform other duties as assigned
• Basic knowledge in eMortgage and MERS functions relating to status updates within their respective systems.
• Knowledge in Prokey functions, documents, and troubleshooting
• Review Kofax to validate imaged document accuracy and manually process documents Kofax is unable to auto classify to ensure workflow productivity and quality of downstream classification
• Review correspondence from members, attorneys, title companies and other financial institutions regarding lien release and recording discrepancies
• Identify incorrect recordings, make necessary corrections and resend for recording
• Ensure appropriate signatures are obtained and mail release documents to appropriate county courthouses. Ensures original documents are sent to member at the time of payoff during the lien release process
• Reconcile transmittal reports to ensure loans requiring lien releases are transmitted and loans not requiring lien releases e.g., Default loans
• Examine loans on hold, missing images, and provide necessary information prior to due dates
• Acquire and maintain notary to notarize mortgage documents
• Ensure original, copy, or electronic documents are sent to member at the time of payoff during the lien release process
• Determine whether Notes conform to guidelines and requirements and resolve issues if they do not
• Ensure investor-mandated documentation requirements are met by performing the GNMA and private investor pool final certification process
• Contact key external third parties (e.g., county courthouses, settlement attorneys, title companies, and government agencies) to facilitate the correction and delivery of critical documents
• Determine whether mortgage and equity loan documents conform to stated guidelines and requirements

Qualifications

• Exposure to responding effectively to highly sensitive, complex and/or urgent member/customer requests
• Ability to work independently and in a team environment
• Ability to work effectively and efficiently with automated systems
• Desired - Exposure to mortgage/equity loan processing, closing and documentation requirements and regulations
• Desired - Familiarity with company policies, procedures, products and services
• Desired - Familiarity with common file classification conventions (including, but not limited to, alphabetic, numeric, geographic, and subject-based filing systems)
• Desired - Member/customer service experience preferably in a call center, retail banking or financial institution
• Desired - Ability to obtain notary public license
• Basic written and verbal communication skills
• Basic word processing and spreadsheet software skills
• Basic research, analytical, and problem-solving skills
• Basic organizational, planning and time management skills
• Basic skill collaborating with various external and internal technical and/or functional contacts
• Basic skill maintaining accuracy with attention to detail and meeting deadlines
• Basic skill interacting with staff, management, vendors, members diplomatically & tactfully
• Desired - Associate degree or higher in Business Administration, Records and Archive Management or the equivalent combination of training, education, and experience

System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.