What are the responsibilities and job description for the Document Control Administrator position at Cenlar?

The Document Control Administrator is responsible for identifying and reviewing incoming mortgage documents to determine if all information is complete according to internal policies and procedures as well as state and federal guidelines. This position will also maintain accurate records for all mortgage documents in order to provide an effective document control process.

Responsibilities :

Accurately reviews and identifies loans associated with incoming document packages for completeness
Completes document reviews and updates within 24 hours from document receipt date
Identifies and records mortgage information within the package when mortgage documents are not present
Updates Document Tracking System with all documents / information that has been provided by the custodian
Maintains "Documents Received in Error" spreadsheet, identifies all specific information related to the document package, and provides package to proper individual to return to custodian
Keeps Management informed of all instances when custodians are not providing the data in the required manner
Generates letters, updates systems and mails letters to mortgagors
Reviews Cenlar Security files to determine if recording information or recorded documents are present
Updates Tracking System with findings
Accesses imaging site to review and extract for requested documents
Accesses county records to review for recording information
Prepares files for off-site storage
Reviews all incoming mortgage document mail and validate all documents are present in mail package
Follows-up on missing documents, incorrect custodians and other issues related to document procurement
Manages incoming Document Control Report which identifies tracking numbers, date and time of document receipt
Assists in answering borrower, client and internal employee questions pertaining to document receipt and tracking
Works with other team members to resolve difficult issues and items
Assists in the continuing documentation of work policies and procedures
Meets departmental 24-hour standard turnaround time from document receipt date to tracking system updating
Provides backup for the following assignments : Record Retention; Outgoing Documents to Mortgagors; Lien Release Request to County
Consistently complies with all company guidelines and policies
Completes other duties and projects as assigned
Appropriately assess risk when business decisions are made, include but not limited to compliance and operational risk. Demonstrate consideration for Cenlar's reputation as well as our clients, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues, as well as effectively supervise the activity of others and create accountability with those who fail to maintain these standards.

Foreclosure

Accurately updates systems, such as Director (fka Black Knight MSP), LoanSphere FC (fka LPS Desktop PM) to ensure controls are met and procedures are followed

Coordinates a pipeline of document requests on a timely basis

Partners with Document Execution Specialist needs

Reviews finished documents for completeness

Organizes and coordinates the printing and scanning of documents as well as prepares shipping materials to send them both physically and electronically to the firms and vendors

Scans documents into a printer for imaging into LoanSphere FC (fka LPS Desktop PM)

With great attention to detail, merges individual document pages into one document

Works on multiple tasks and processes to ensure they are executed against the highest priority of items

Effectively communicates errors identified in a professional manner

Trains peers or new hires on the procedures based upon business need

Appropriately assess risk when business decisions are made, include but not limited to compliance and operational risk. Demonstrate consideration for Cenlar's reputation as well as our clients, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues, as well as effectively supervise the activity of others and create accountability with those who fail to maintain these standards.

Qualifications :

High school diploma or GED required

1 -2 years mortgage servicing experience desired

Knowledge of Black Knight systems LoanSphere FC (fka LPS Desktop PM) and Director (fka MSP) preferable

Mortgage document experience and / or Fidelity experience

Adept in reviewing documents and determining that all pertinent recorded documents are present

Be able to work in a fast paced environment

Good verbal and written communication skills

Computer literate

Excellent computer keying and filing skills

Excellent reading and comprehension skills

Desire to provide the highest level of service to clients and their customers

Excellent organizational, communication and interpersonal skills as well as the ability to work as a team member

Be able to work in a fast paced environment

Willing and capable of lifting 35 pound document retention boxes

Detailed oriented

Typing and filing skills

Must be able to manipulate and organize files stored on shelves or in filing cabinets

Upon business need must be willing and eligible to become a notary public for Cenlar use

It is critical that you have an understanding of requirements under various state laws

Understanding of document execution business and how it supports other businesses and functions

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