Closing & Operations Manager

Closing & Operations Coordinator Location:

Chattanooga, TN (In-Office) Reports to: CEO/COO (Murfreesboro Headquarters)

Position Type:

Part-Time (20-25 hours per week; 4-5 hours daily); must be flexible as there is potential for full-time. Position Summary The Closing & Operations Coordinator serves as a vital administrative resource, ensuring office efficiency and operational support. This role acts as the operational engine for the Chattanooga branch, ensuring every contract and sensitive document is handled with extreme care. You will work in close coordination with the Client Relations and New Business Development Representative in driving company growth by ensuring exceptional experiences for customers and clients, including real estate agents and lenders.

Key Responsibilities Branch Administration & Support Inbound Management:

Serve as the primary point of contact for the Chattanooga office, managing the central phone line and general email inbox.

Office Maintenance:

Oversee the physical office environment, including inventory management of supplies, postage, and refreshments.

Communication:

Communicate frequently with clients, lenders, and internal team members to ensure accuracy.

Client Relations & Growth Support Growth Support:

Assist the Client Relations and New Business Development Representative in coordinating events, training sessions, and marketing initiatives to foster client engagement.

Collaboration:

Proactively share information and facilitate conversations with key partners to build and maintain strong relationships.

Positivity:

Cultivate a welcoming and positive experience for all clients and agents, reinforcing the company's commitment to service excellence.

Logistics & Financial Security Fund Security:

Securely receive and process earnest money deposits and sensitive documents.

Security Protocols:

Maintain strict adherence to escrow security and Non-public Personal Information (NPI) protocols.

Shipping & Distribution:

Manage all onsite shipping (UPS/FedEx) to ensure loan packages move through the pipeline without delay.

Courier Management:

Schedule and provide specific instructions to couriers.

Closing & Title Operations Document Review:

Receive and review document packages for each file as delivered by the processing team.

Issue Resolution:

Resolve any post-closing matters in a timely manner.

System Updates:

Support the off-site processing team by entering detailed system notes and scanning files to ensure real-time status updates.

Closing Performance & Coordination Scheduling:

Responsible for the scheduling and coordination of all closing appointments.

Closing Support:

Prepare and print high-quality closing packages.

Notary Services:

Provide Notary Public services for signings and assist in facilitating closings as volume requires.

Client Stewardship:

Provide a welcoming environment for buyers, sellers, and professionals visiting the office.

Settlement Closings:

Perform real estate settlement closings for clients and lenders.

Qualifications Experience:

Two or more years of administrative experience in a fast-paced professional setting.

Industry Knowledge:

Prior work experience in the real estate, mortgage or title industry is a plus, but not necessary.

Credentials:

Must hold a valid Tennessee Notary Public commission or be willing to obtain one within the first 60 days.

Technical Proficiency:

Proficiency with Google Workspace and eagerness to work with new technologies.

Software:

Prior experience with Qualia or industry software is preferred, but not necessary. Key Attributes Relentless attention to detail and outstanding organizational skills. Ability to manage multiple tight deadlines and handle problems calmly. A "hospitality-first" mindset with professional phone etiquette. A collaborative team player who communicates effectively and supports office-wide goals. Ability to work independently and take ownership of work. Compensation & Benefits Competitive compensation package. Healthcare reimbursement (QSHRA). Dynamic and fun work environment with team events. Business casual dress code.

Pay:

$18.00 - $24.00 per hour

Work Location:

In person