Office Administrator

Position Summary  

Centurion Land Title is seeking an organized and detail-oriented Office Administrator to support the smooth execution of real estate closings. In this role, you’ll help ensure every transaction is handled with accuracy, efficiency, and professionalism. Ideal for individuals who thrive in a fast-paced, customer-focused environment, this position plays a crucial role in managing closing documentation, coordinating with clients and vendors, and supporting internal teams. You'll serve as a vital connection between title production and escrow operations to keep everything moving and everyone informed.

Essential Responsibilities

• Provide administrative support throughout the escrow and title closing process.
• Manage files after title production, preparing transactions for closing.
• Gather necessary documentation to clear title issues, such as payoffs, judgments, utility bills, and other required materials.
• Communicate with clients, agents, lenders, and vendors to obtain missing information and ensure file completeness.
• Review incoming orders and maintain accurate, detailed file notes.
• Complete and send out Closing Protection Letters (CPLs) when needed.
• Distribute title commitments and closing documents to all relevant parties in a timely and accurate manner.
• Share lender title packages, including CPLs, fee breakdowns, commitments, and wire instructions.
• Ensure all required data for closing is received, such as seller info and payoff authorizations.
• Cross-check title commitments and purchase agreements for consistency and accuracy.
• Perform title curative tasks to resolve discrepancies and reach "clear to close" status within five days of title commitment.
• Order and review essential legal documents such as:

- Deeds (e.g., Quit Claim Deeds)

- Power of Attorney forms

- Corporate records and business entity authorizations

• Input and track key information in title software systems, including:

- Surveys and special assessments

- HOA fees and transfer costs

- Property tax statements

- Home warranty details

• Maintain positive, effective communication with all parties involved—buyers, sellers, attorneys, agents, lenders, and internal staff.

Knowledge, Skills and Abilities

• Experience in real estate, title, or escrow preferred.
• Strong organizational and time management skills.
• High attention to detail with the ability to spot discrepancies and follow through.
• Excellent verbal and written communication skills.
• Comfortable using Microsoft Office and real estate/title software.
• Friendly, professional demeanor with a customer-focused approach.

Experience and Training 

• High school diploma required, some college preferred.
• Prior experience in administrative, real estate, escrow, or title roles is strongly desired.

Physical Demands and Work Environment

Physical Demands:

• Primarily desk-based role with regular computer use.
• Occasional lifting of files or office supplies (up to 20 lbs).
• May require standing or walking during office tasks or meetings.

Work Environment:

• Standard office setting with regular in-person attendance.
• Collaborative, fast-paced environment.
• Climate-controlled workspaces with standard office equipment.
• Interactions with clients, agents, and internal departments daily.

Job Dimensions 

• Daily interaction with real estate professionals, clients, attorneys, and internal teams.
• Collaborates closely with escrow officers, title production, and administrative staff to keep transactions moving efficiently.

We offer a comprehensive Strong 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 personal time 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.

Centurion Land Title is an affiliate company of Ruoff Mortgage. 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.