Escrow and Resale Specialist

Escrow and Resale Specialist Associa - 3.2 Lexington, MA Job Details $25 - $26 an hour 1 day ago Qualifications Record keeping Escrow Document review (document control) Property management tools Expiration dates monitoring Refinancing (loan modification) Sales transaction processing Financial transaction processing IT system monitoring Executive administrative support Customer inquiry handling Databases Data management Financial record maintenance Organizational skills Document archiving Productivity software Appointment scheduling Escalation handling Communication skills Property management Stakeholder relationship building Entry level Stakeholder management System performance monitoring Full Job Description The Dartmouth Group is hiring a Escrow and Resale Specialist to support its corporate office in Lexington. We are seeking a detail-oriented and customer-focused Corporate Administrator to support both property management operations and the sales/refinance process. This role serves as a key liaison between internal teams, residents, board members, and external stakeholders, ensuring seamless communication, accurate documentation, and efficient coordination across property administration and sales activities. This is an excellent opportunity for a highly organized professional who thrives in a fast paced environment and enjoys balancing administrative support with client-facing responsibilities.

Schedule:

Monday through Friday, 8:30 AM - 5:00 PM Occasional evening meetings with advance notice

In-Office Key Responsibilities Sales & Refinance Administration:

Track, process, and fulfill sales and refinance document orders through the Community Archives system. Ensure all documents and property data are accurate and up to date, including monitoring expiration dates and uploading new information. Communicate with unit owners, real estate agents, attorneys, and lenders to assist with document requests and process navigation. Respond to inquiries and resolve issues related to sales/refinance orders in a timely and professional manner. Track payments, process refunds, and maintain accurate financial records related to document orders. Prepare and coordinate 6(d) Certificates, including payment processing, drafting, and internal review. Review and approve questionnaires for accuracy prior to delivery. Manage escalated inquiries and coordinate with internal teams when needed. Track property updates and maintain accurate records for lender questionnaires. Assist management teams with property-related issues that may impact financing or sales. Set up newly acquired properties and remove terminated properties within the system. Monitor and report system issues related to the Community Archives platform.

Property Administration:

Draft and manage communications for residents, board members, and internal teams. Maintain and organize condominium documentation, including contracts, regulations, violations, and correspondence. Provide administrative support to Portfolio and Community Managers, including coordinating meetings, scheduling appointments, and managing maintenance requests and unit owner inquiries. Support residents with unit sales, refinancing, and modification requests/approvals. Manage databases for assigned properties and ensure data accuracy. Serve as a business partner to Portfolio Managers and Boards of Directors while advocating for residents. Other duties as assigned.

Hourly pay rate:

$25-$26.

Requirements:

1+ year of experience in an administrative, customer service, or related role (property management experience a plus). Strong written and verbal communication skills. Exceptional attention to detail, organization, and time management. Ability to manage multiple priorities and meet deadlines in a fast-paced environment. Strong interpersonal skills with the ability to build relationships across all levels (residents, boards, team members, and external partners). Proficiency in Microsoft Office; experience with property management or database systems preferred. Problem-solving mindset with the ability to escalate issues appropriately.

Core Competencies:

Customer service excellence. Accountability and adaptability. Initiative and proactive communication. Collaboration and teamwork. Accuracy and compliance focus. #LI-PK1