Escrow and Settlement Assistant

Position Summary 

We are seeking a detail-oriented and customer-focused Escrow and Settlement Assistant to support our Escrow operations and ensure a seamless and efficient closing experience for our clients. A key responsibility will be balancing escrow files and verifying that all fees and costs are accurate and properly accounted for, ensuring compliance with lender instructions and regulatory requirements. In this role, you’ll work closely with buyers, sellers, lenders, agents, and internal team members to facilitate real estate transactions, and maintain communication throughout the closing process. Prior experience in the real estate or title industry is preferred. 

Essential Responsibilities

• Assist customers and clients with closing-related questions
• Follow purchase agreements, lender instructions, and state guidelines meticulously to prepare accurate closing documents
• Verify all numbers and calculations to ensure files are balanced correctly
• Draw documents for closing based on real estate contracts and lender instructions
• Distribute the Closing Disclosure and Settlement Statement via email for review and approval
• Confirm that all file balances are accurate and set up funds for disbursement according to provided directions
• Identify potential closing issues and resolve them promptly and professionally
• Work with lenders, agents, and team members to resolve file discrepancies and provide clarification
• Assist customers by resolving complaints, expediting orders, and explaining procedures and pricing
• Maintain constant communication with branches regarding Closing Disclosure and Settlement Statement production and resolution of issues
• Manage and develop client relationships to encourage future business
• Support the Escrow office by answering phones, greeting clients, and completing clerical tasks as needed

Knowledge, Skills and Abilities

• Experience with SoftPro or similar escrow/title software
• 1–2 years of experience in escrow, title, or real estate closing support preferred
• Knowledge of real estate documents and closing procedures
• Background in data entry, bookkeeping, or basic accounting
• Bilingual (English/Spanish) a plus

Supervisory Responsibilities

N/A

Experience and Training 

• High School Diploma or equivalent
• Excellent organizational and time management skills
• Strong written and verbal communication abilities
• Ability to multitask in a fast-paced, deadline-driven environment
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Customer service-oriented with a professional and courteous demeanor

Physical Demands and Work Environment

Physical Demands:

• Prolonged periods sitting at a desk and working on a computer.
• Ability to occasionally lift office supplies, files, or small packages (up to 20 lbs).
• Regular use of hands and fingers for typing, handling paperwork, and using office equipment.
• May involve walking or standing during file retrieval, client meetings, or office support tasks.

Work Environment:

• Standard professional office environment with consistent in-person attendance required.
• Fast-paced, deadline-driven atmosphere with frequent interactions with clients, agents, and internal staff.
• Collaborative setting across multiple departments and locations.
• Noise levels are typically low to moderate.
• Office locations are climate-controlled and equipped with standard office furniture and technology.

Job Dimensions 

This position involves direct interaction with clients, agents, lenders, and internal staff to ensure accurate, timely closings. The role requires effective communication, attention to detail, and the ability to manage multiple files and priorities in a fast-paced environment. Success in this position also depends on maintaining compliance with industry standards, handling confidential information  

We offer a comprehensive Ruoff Total Rewards benefits package designed to support the well-being and success of our employees. 

• Health & Wellness: Enjoy comprehensive health insurance plans, including medical, dental, and vision coverage, to keep you and your family healthy.
• Retirement Savings: Take advantage of a 401(k) plan with company match to help you plan for your future.
• Paid Time Off: Benefit from paid vacation, holidays, and sick leave to ensure you maintain a healthy work-life balance.
• Professional Development: We support your growth with training, education, and opportunities for career advancement.
• Employee Assistance Program (EAP): Access confidential counseling and support services for personal or professional challenges.

We’re committed to providing our employees with the tools and resources they need to thrive both personally and professionally.

Ruoff Mortgage reserves the right to modify, interpret, or apply this job description in any manner the company desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. This job description is not an employment contract, implied or otherwise. The employment relationship remains “At Will.” The aforementioned job requirements are subject to change to reasonably accommodate qualified individuals with disabilities. While we thank all candidates for your interest in our company, only those selected for interviews will be contacted. Ruoff Mortgage is an equal opportunity employer.