Escrow Assistant - Scheduling

About Company: Coast to Coast Title & Escrow is a privately owned and operated firm with deep roots in the Tampa Bay, Florida community. Like many successful businesses, we began with humble origins and have grown through dedication, integrity, and a strong connection to our local heritage. One of the most valuable lessons we've learned over the years is the importance of prioritizing customer care.

We believe that when you take care of your clients, they’ll take care of you - a principle that continues to guide us as we expand toward becoming a nationally recognized leader in title insurance and escrow services. Equally important to us is the well-being of our CTC family. We understand that exceptional customer service starts with a team that feels valued and supported.

That’s why we invest in our people through financial rewards, a vibrant and enjoyable workplace culture, industry-leading training, and personalized attention to each team member’s needs. Our commitment to our staff is unwavering, and we believe it’s the foundation of our continued success.

About the Role

The Escrow Assistant

• Scheduling plays a critical role in ensuring the smooth and timely progression of closing transactions from scheduling and communication to closing. This position is responsible for coordinating and managing all scheduling aspects related to the closing processes, including appointments, and communication between all parties involved. The role requires meticulous attention to detail to track deadlines, manage calendars, and facilitate effective communication among borrower's, mortgage brokers, processors, and lenders. By efficiently organizing and prioritizing tasks, the Escrow Assistant helps prevent delays and ensures compliance with regulatory and company standards. Ultimately, this position supports the escrow team in delivering exceptional service and a seamless closing experience for all clients.

Minimum Qualifications

High school diploma or equivalent required; associate degree or higher preferred. No Experience Necessary Strong organizational and time management skills with the ability to manage multiple schedules simultaneously. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) Must be able to type 35+ WPM Excellent verbal and written communication skills to interact effectively with borrower's, and clients Preferred Qualifications: Experience working in a title or escrow company environment..

Experience with Resware a plus, but not required. Customer service experience with a focus on client satisfaction and problem resolution.

Responsibilities

Coordinate and schedule closing appointments, including document signings, ensuring all parties are informed and prepared. Maintain and update team closing calendars to track critical deadlines and milestones throughout closing processes. Communicate proactively with borrower's, mortgage brokers, lenders, and other partners to confirm appointments and resolve scheduling conflicts.

Assist escrow officers by preparing and organizing necessary documents and files for scheduled closing. Provide administrative support to the escrow team, including data entry, phone communication, file management, and responding to client inquiries via email. Skills: The Escrow Assistant utilizes strong organizational skills daily to manage complex closing demands and ensure all escrow appointments are accurately coordinated.

Communication skills are essential for liaising with clients, borrower's, and lenders to confirm appointments and clarify any scheduling issues promptly. Proficiency with technology, including Microsoft Office, enables efficient calendar management and document preparation. Additionally, problem-solving skills help the assistant address scheduling conflicts and support the escrow team in maintaining a smooth transaction process.