Centralized Operations Support Specialist

Employment Type: Full-Time - Independent Contractor
Work Arrangement: Remote

About the Role

We are looking for a detail-oriented Centralized Operations Support Specialist to support U.S.-based title and escrow operations across multiple offices.

This role is ideal for someone with hands-on experience supporting U.S. title, escrow, closing, or real estate transaction workflows. You will help keep files moving by handling routine pre-closing coordination, document collection, status follow-ups, client communications, scheduling, and other operational tasks.

You will work as part of a cross-trained remote support team, providing consistent coverage and helping ensure that important tasks do not get delayed when local teams are busy or unavailable.

Key Responsibilities

• Monitor and triage shared inboxes, calls, and messages, routing requests to the appropriate team members.
• Support pre-closing and title/escrow file setup, including ordering searches, payoffs, surveys, liens, estoppels, and municipal records.
• Gather required information and documents from agents, lenders, HOAs, and other parties.
• Track file and search status and follow up on outstanding items to help maintain expected turnaround times.
• Monitor workflow queues and proactively follow up on pending requests.
• Send templated welcome messages, file-status updates, and other recurring client communications.
• Assist with routine post-closing follow-up and document dispatch.
• Coordinate calendars, appointments, and closing-related logistics across multiple offices.
• Upload, organize, and maintain documents and file information accurately.
• Provide operational backup to individual offices when additional support is needed.
• Help maintain internal procedures, SOPs, and system reference materials.
• Work collaboratively with other remote team members to maintain consistent coverage and service levels.

Qualifications

Required

• Prior experience supporting U.S.-based title, escrow, closing, or real estate transaction operations.
• Understanding of the U.S. real estate closing and pre-closing process.
• Strong written and verbal English communication skills.
• Excellent attention to detail and accuracy when handling multiple files and deadlines.
• Ability to prioritize and triage tasks in a high-volume environment.
• Comfortable working independently in a remote environment.
• Strong follow-up skills and the ability to proactively identify pending items.
• Ability to handle confidential personal, financial, and transaction information with discretion.
• Willingness to work with U.S. business hours/time zones as required.

Preferred

• Experience using ResWare.
• Experience working with title/escrow software, lender portals, county records/PVA websites, or search-provider portals.
• Experience with tools such as Outlook, Teams, Formstack, Constant Contact, Lienly, or similar systems.
• Previous experience supporting multiple offices, teams, or U.S. markets.
• Experience as a Transaction Coordinator, Title Coordinator, Escrow Assistant, Closing Coordinator, Title Assistant, or similar role.

What We're Looking For

The ideal candidate is someone who understands that successful real estate transactions depend on accurate information, timely follow-up, organized files, and strong communication.

You should be comfortable managing several tasks at once, following established procedures, communicating with different stakeholders, and knowing when an issue needs to be escalated.

This is an operations support role. It does not involve licensed title examination, attorney sign-off, or authorization to initiate, approve, or release wires.

Why Join Us?

• Fully remote opportunity
• Work with U.S.-based real estate and title/escrow operations
• Join a collaborative, cross-trained support team
• Opportunity to develop deeper expertise in U.S. title and transaction operations
• Stable, process-driven environment with opportunities to take on leadership role