Position Summary

The Pre-Closer/Title Setup Specialist is responsible for opening and processing new real estate title files from contract to closing. This position serves as one of the first points of contact for clients, real estate agents, lenders, and other parties involved in the transaction. The ideal candidate is highly organized, detail-oriented, and able to manage multiple files while providing excellent customer service.

Essential Duties and Responsibilities

• Receive and review new purchase contracts and related documentation.
• Open and establish new title files in the company's software system.
• Verify contracts for completeness and accuracy, ensuring all required information has been received.
• Enter and maintain accurate file data, including buyer, seller, lender, property, and transaction information.
• Coordinate order intake for new title and closing requests.
• Communicate with clients, real estate agents, lenders, and internal staff regarding file status, missing documentation, and next steps.
• Answer incoming phone calls and emails in a professional and courteous manner.
• Request and collect required documents to facilitate the title and closing process.
• Monitor files to ensure deadlines and contractual timelines are met.
• Maintain organized electronic and physical file records.
• Assist attorneys, processors, and closers with administrative tasks as needed.
• Ensure compliance with company policies and confidentiality requirements.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Previous experience in a title company, real estate office, mortgage industry, or administrative/customer service role preferred.
• Strong data entry skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Proficiency in Microsoft Office (Word, Outlook, Excel) and the ability to learn title production software.
• Professional demeanor with strong customer service skills.
• Ability to work independently and as part of a team.

Preferred Skills

• Knowledge of real estate purchase contracts and closing processes.
• Familiarity with title and escrow terminology.
• Experience using title production software such as SoftPro, RamQuest, or Qualia.
• Strong organizational and problem-solving abilities.

Key Competencies

• Attention to detail
• Organization and time management
• Customer service
• Communication
• Multitasking
• Accuracy
• Reliability
• Teamwork
• Confidentiality

Compliance & Legal Standards

• Fair Housing: Strictly adhere to the Fair Housing Act and related state anti-discrimination laws. Ensure all file data input, processing, and underwriting decisions are handled equitably, consistently, and without bias.
• Data Security: Maintain strict confidentiality and security protocols regarding sensitive client financial data, social security numbers, and personally identifiable information (PII) throughout the data entry lifecycle.

About Realty Title
Realty Title is a full-service real estate title and escrow company that conducts closings for the sale and refinance of residential and commercial properties. The company provides closing and escrow services to consumers and real estate professionals, including mortgage lenders, real estate agents, and developers in Tennessee, Mississippi, Arkansas, Alabama and Georgia. In business since 1985, Realty Title is one of the largest title companies in Tennessee and is affiliated with Crye-Leike®, the largest real estate company in Tennessee and the Mid-South. To learn more about Realty Title, visit www.RealtyTitle.com.