Specialist, Closings and Estoppels

AKAM; Florida; On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401K Matching Program

10 Paid Holidays

17 PTO Days

Advancement Opportunity

And more…

Job summary

AKAM is seeking a Closings & Estoppels Specialist to manage estoppels, closings, and ownership changes for a portfolio of residential properties and associations. This role collaborates with owners, attorneys, lenders, real estate agents, property managers, and the Offshore team to ensure accurate documentation and timely processing.

The position reports to the Accounts Receivable Supervisor and requires reviewing estoppels, tracking documents, and updating Yardi records with a focus on accuracy

Qualifications

• Three years of hands-on experience processing closings and estoppels, preferably in HOA/condominium management.
• Experience with condo and HOA accounting is strongly preferred.
• Ability to independently review and reconcile owner ledgers and verify balances.

Responsibilities

• Respond to inquiries regarding estoppels, closings, questionnaires, and affidavits.
• Track outstanding requests and deadlines to keep processing moving.
• Review estoppels for accuracy, including owner information and balances.
• Coordinate corrections and obtain required approvals before releasing estoppels.
• Prepare closing-related documents and coordinate ownership changes.
• Support Offshore team with questions and issue resolution.
• Research ownership discrepancies in public records and Yardi if needed.
• Obtain and review settlement statements and deeds for ownership changes.
• Follow up with closing agents, attorneys, and managers on missing documents or payments.
• Maintain logs and records of payments and transfers.
• Escalate discrepancies affecting accuracy or timeliness.

Skills

Attention to detail

Customer service

Communication skills

Bilingual English/Spanish

Tools

Yardi Voyager

CondoCerts

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

About the Company: Founded in 1983, AKAM provides unparalleled knowledge, industry-leading technology, cost-saving initiatives, and the best customer service in the industry to every condominium, cooperative, homeowners association, and investment property we service. From comprehensive financial oversight to operations management, compliance administration, and violation removal, we maximize operational efficiency and value for our clients. Our core values include Innovation, Collaboration, Elevation, Accountability & Hospitality.

What we offer: AKAM is proud to be Great Place to Work-Certified™. Learn more about our company by visiting akam.com. Our benefits include healthcare, dental and vision options, paid time off and paid holidays.

Position Overview: The Closings & Estoppels Specialist coordinates estoppel requests, questionnaires, and ownership changes for a portfolio of residential properties and associations. This role works closely with owners, attorneys, lenders, real estate agents, property managers, and the Offshore team to ensure accurate documentation, timely processing, and completion of closing-related account updates.

Reports to: Accounts Receivable Supervisor

Responsibilities Include, But Not Limited To

• Respond to owner, attorney, mortgage broker, and real estate agent inquiries regarding estoppels, closings, questionnaires, affidavits, and request status.
• Track outstanding requests, required documentation, approvals, and deadlines; follow up promptly to keep requests moving.
• Review estoppels prepared by the Offshore team for accuracy and completeness, including owner information, account balances, assessments, fees, and association-specific requirements.
• Coordinate corrections and obtain required approvals before releasing completed estoppels.
• Prepare or coordinate completion of questionnaires and other closing-related documents.
• Assist the Offshore team with questions, account research, and processing issues.
• Research public records and supporting documents when ownership information does not match Yardi records.
• Obtain and review settlement statements, deeds, closing checks, and other required documentation to process ownership changes.
• Follow up with closing agents, attorneys, and property managers on missing documents or payments.
• Coordinate ownership updates with the Offshore team and verify completion and accuracy in Yardi.
• Process closing-related payments, deposits, and transfer fees, including scanning checks and maintaining accurate logs and supporting records.
• Prepare revenue reports for estoppels, questionnaires, and transfer fees.
• Maintain organized records of requests, approvals, correspondence, payments, and completed ownership changes.
• Escalate discrepancies or missing information that may affect accuracy or timely completion.
• Provide backup coverage and assist with other closing-related responsibilities as needed.

Qualifications

• Minimum of three years of hands-on experience processing closings and estoppels, preferably within condominium or homeowners association management
• Experience with condominium and homeowners’ associations is strongly preferred.
• Experience using Yardi Voyager and CondoCerts for reviewing owner accounts, verifying balances, and processing estoppel and closing-related requests strongly preferred.
• Ability to independently review and reconcile owner ledgers, identify and resolve discrepancies, and verify outstanding balances, special assessments, and closing-related charges.
• Strong attention to detail, organization, and follow-through.
• Ability to manage a high volume of requests and competing deadlines across multiple properties.
• Proficiency in Microsoft Outlook, Word, and Excel.
• Strong verbal and written communication and customer service skills.
• Ability to handle confidential owner and financial information appropriately.
• Bilingual proficiency in English and Spanish is highly preferred.

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401K Matching Program
• 10 Paid Holidays (may vary between properties)
• 17 PTO Days
• Advancement Opportunity
• And more…

AKAM is committed to maintaining a diverse workforce and an inclusive work environment. AKAM is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. All qualified applicants are encouraged to apply and will be considered for employment without regard for any characteristic protected by applicable law.

8:30am – 5:00pm. 30 min lunch. 40