What are the responsibilities and job description for the Settlement Coordinator position at RealManage?

Overview

Imagine working for a dynamic, technology-driven HOA management company that is rapidly expanding, offering abundant opportunities for career advancement, and fostering a company culture that genuinely supports its team members.

RealManage has earned the prestigious Certified™ recognition from Great Place to Work ®, a global authority on workplace culture, employee experience, and leadership excellence. This accolade is a testament to the positive feedback from our employees about their RealManage experience.

At RealManage, we deeply value your professionalism and dedication. We are dedicated to ensuring your long-term career success and consider you not just an employee, but a valued member of our family.

Join us at RealManage and be part of a thriving environment where growth, innovation, and supportive teamwork define our everyday operations.

Company Overview :

RealManage is a prominent national firm recognized on the Inc. 5000 list, operating across 32 states and serving a diverse array of clients including homeowners’ associations (HOAs), condominium associations, cooperatives, luxury high-rises, municipal utility districts, and master-planned communities. Our client base also includes nationally renowned developer and builder clients.

Ranked among the top firms in the community management industry (#3 out of 5,000 ), RealManage distinguishes itself by delivering exceptional solutions at competitive prices. We leverage cutting-edge cloud-based technologies and mobile apps, supported by industry-leading practices and a highly skilled workforce.

Our mission at RealManage is to offer comprehensive and innovative solutions that consistently surpass customer expectations. We prioritize transparency and visibility in all client interactions, continuously measuring our performance to achieve rapid improvement. We foster a workplace culture that promotes professionalism, encourages growth, and embraces diversity. By maintaining financial strength and focusing on continual innovation, we aim to lead the industry with pioneering advancements.

Join RealManage and contribute to a company dedicated to excellence, innovation, and delivering unparalleled service in community management.

RealManage is a values-based company with the following values as our guiding principles :

Integrity : we always do the right thing.
Respect : for our customers, employees and company; mutual respect is the cornerstone for every RealManage relationship.
Selflessness : more than teamwork; we are part of something special and much larger than any of us.
Personal Relationships : we are a professional services company; people do business with people they like.
Always Improving : never satisfied, always learning and always growing; one is either getting worse or getting better...never staying the same. At RealManage, we are always getting better.

Responsibilities

Job Summary

Cardinal Management Group is seeking a detail-oriented Settlement HUD-1 Processor & New Owner Coordinator to join our team. This role is responsible for ensuring all financial-related requests in Condocerts are promptly fulfilled to comply with state regulations, as well as providing title companies with necessary fees for collection at closing. Additionally, the role facilitates smooth transitions for new homeowners by managing move-in processes, processing settlement checks, scanning and filing HUD documentation, and ensuring homeowners receive welcome packets and payment coupons in a timely manner. Another key aspect of this role includes close collaboration with the Resale Inspection Team to ensure efficient processing of orders and compliance with all resale order requirements.

Key Responsibilities :

Settlement & Financial Processing

Process financial-related requests in our resale and lending order management system promptly to comply with state regulations.

Provide title companies with accurate fee information to ensure proper collection at closing.

Deposit settlement checks promptly and maintain accurate records.

Scan, file, and maintain HUD documentation for internal records.

New Owner Coordination

Process incoming settlements on a daily basis for all communities by inputting the new homeowner information including appropriate charges, homeowner contact information, deposit settlement checks to seller / buyer accounts in accordance with the HUD-1 documents provided.

Send welcome letters and payment coupons to new homeowners in a timely manner.

Maintain an organized database of new homeowners and update records as needed.

Act as a point of contact for new homeowners, answering questions related to fees, resale order questions, and process requests for replacement coupon booklets.

Other duties as assigned

Accounts Receivable Support for Developer Properties

Respond to homeowner account inquiries via email or phone within 48 hours

Process incoming payments for developer run community associations

Other duties as assigned

Collaboration with Resale Inspection Team

Work closely with the Resale Inspection Team to ensure resale orders are processed efficiently.

Assist in verifying and coordinating necessary inspections to facilitate a smooth transition for new homeowners.

Communicate any outstanding compliance or fee-related issues with relevant internal teams to prevent delays in closing.

Ensure resale documentation is complete and properly recorded before settlement.

Assist with user administration and document administration within our resale and lending order management system.

Plus other work-related tasks as needed

Qualifications

Qualifications & Skills

Experience in property management, real estate, settlement processing, or a related role preferred.

Familiarity with HUD-1 settlement statements, title company coordination, and state compliance requirements.

Proficiency in Microsoft Office Suite and experience required, experience with resale and lending order management system preferred (e.g., Condocerts, Homewise Docs).

Strong organizational skills with attention to detail and accuracy.

Excellent communication and customer service skills.

Ability to handle multiple tasks and deadlines in a fast-paced environment.

Pay and Benefits :

26.00 to $27.40, depending on education and experience.

Benefits include :

Medical Insurance

Dental Insurance

Vision Insurance

Life and Disability Insurance

HSA (Required High Deductible Medical Plan to be eligible)

Education Reimbursement

401K matching

Employee Assistance Program (EAP)

11 paid Holidays

Salary : $26 - $27

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