Operations & Research Specialist

BillD; Scottsdale (AZ); On-site; USD 45,000 - 65,000; Full time

Job summary

Titan Lien Services, a legal document prep firm in Scottsdale, seeks an Operations & Research Specialist to own daily mail production, manage a research queue, and assist as a technical point of contact for the remote IT team. This in-office role runs Monday–Friday in Scottsdale, AZ.

You will research construction projects, contact general contractors for missing information, and support document template development.

Qualifications

• Strong verbal communication while calling contractors for information
• High attention to detail due to deadline-driven legal documents
• Reliable daily attendance; mail goes out every business day
• Proficiency with Microsoft Office and Google Workspace
• Comfort using AI platforms as everyday work tools
• Ability to manage a personal queue and prioritize independently

Responsibilities

• Process all outgoing mailing batches daily from start to finish
• Operate copiers, folding machine, and postage meter; deliver mail daily
• Track supply levels and flag reorders before stock runs out
• Collect, sort, and route incoming mail; attach prelim notices to job files in Salesforce
• Research construction projects and identify property owners using public records
• Call General Contractors and stakeholders to obtain missing information
• Serve as in-office contact for remote IT team during outages
• Assist with basic coding to build document templates; training provided

Skills

Communication

Detail oriented

Office Suites

AI platforms

Physical stamina

Driver's license

Job description

Titan Lien Services is a legal document preparation company serving the construction industry. We're hiring an Operations & Research Specialist to own our daily mail production, manage a preliminary notice research queue, and assist as a technical point of contact for our remote IT team.

This is a hands-on, varied role. You'll run production equipment in the afternoon, spend the mornings researching construction projects and calling general contractors for missing information, and occasionally help troubleshoot a network issue or build out a document template. If you like doing the same thing all day, this isn't the job. If you like owning a lot of ground and being the person who keeps things moving, it is.

This role will be based in our Scottsdale, AZ office and is required to be in office Monday - Fridays.

What You'll Own

Daily Mail Production

• Process all outgoing mailing batches each day, start to finish
• Operate copiers, folding machine, and postage meter
• Deliver mail to the post office daily and maintain the mailing schedule without exception
• Track supply levels (paper, toner, postage) and flag reorders before we run out

Incoming Mail & Document Processing

• Collect, sort, and route incoming mail
• Process all preliminary notice acknowledgements and attach them to the correct job file in Salesforce
• Maintain accuracy and organization of job file documentation

Preliminary Notice Research & Outreach

• Manage your own preliminary notice job queue from intake through completion
• Research construction projects and identify property owners, lenders, and responsible parties using public records and online databases
• Call and email general contractors, subcontractors, and project stakeholders to request job sheets and missing project information
• Follow up persistently until information is obtained; escape when a job stalls

On-Site Technical Support

• Serve as the in-office hands for our remote IT team during outages or hardware issues
• Perform basic troubleshooting on workstations, printers, network connections, and the server
• Assess and clearly describe issues to off-site technicians so they can resolve them quickly

Document Template Development

• Assist the Operations Manager with basic coding to build and test document templates for new document services
• Training provided - we're looking for aptitude, not a portfolio

Requirements

• Strong verbal communication skills and genuine comfort picking up the phone - you'll be calling contractors who don't know you, asking for information they aren't obligated to give you, and following up until you get it. This is the skill we can't train.
• High attention to detail; notices are deadline-driven legal documents and errors carry consequences
• Reliable daily attendance - mail goes out every business day
• Proficiency with Microsoft Office and Google Workspace
• Comfort using AI platforms as everyday work tools
• Strong computer skills and demonstrated ability to learn new software quickly
• Ability to manage a personal queue and prioritize independently
• Valid driver's license, reliable transportation, and a clean driving record
• Ability to lift up to 40 lbs (paper cases, mail trays) and stand for extended periods while operating equipment
• Professional discretion with confidential client and legal information

Preferred

• Experience with office production equipment (copiers, folding machines, postage meters)
• Salesforce experience
• Background in construction, lien services, title, or legal document preparation
• Basic networking knowledge (routers, switches, workstation setup, connectivity troubleshooting)
• Basic coding or scripting experience of any kind (HTML, Python, VBA, template languages)
• Public records or skip-trace research experience

Why Titan Lien Services?

Titan Lien Services is committed to diversity and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.