Records Management Coordinator

Job Summary:

The Records Management Coordinator also known as Mortgage Document Custodian Specialist is responsible for the detailed review, validation, and management of mortgage collateral documents to ensure compliance with investor, regulatory, and internal standards. This role also plays a key part in developing and maintaining operational procedures to support document custody functions and ensure audit readiness.

Key Responsibilities:

Review and Validate Collateral Documents:

• Examine original mortgage documents (e.g., promissory notes, security instruments, assignments, title policies) for completeness, accuracy, and compliance with investor guidelines.
• Identify and resolve document exceptions or deficiencies in coordination with internal teams and external partners.

Procedure Development and Documentation:

• Create, update, and maintain standard operating procedures (SOPs) for document custody processes.
• Ensure procedures align with investor requirements (Fannie Mae, Freddie Mac, Ginnie Mae, etc.) and internal quality standards.
• Collaborate with department manager to ensure compliance and with procedures support regulatory readiness.

Custody and Compliance Oversight:

• Maintain accurate records of document status in custody systems.
• Support document certification processes and investor audits.
• Ensure secure handling, storage, and retrieval of physical and digital collateral files.

Process Improvement:

• Identify opportunities to streamline document review and custody workflows.
• Recommend and implement process enhancements to improve efficiency and reduce risk.

Qualifications:

Education:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business, Finance, or a related field preferred.

Experience:

• 3+ years of experience in mortgage document custody, collateral review, or mortgage operations.
• Strong understanding of mortgage collateral documentation and investor requirements.

Skills:

• Exceptional attention to detail and document analysis skills.
• Experience writing and maintaining operational procedures.
• Proficiency in document management systems and Microsoft Office Suite.
• Strong organizational, communication, and problem-solving abilities.

Preferred Qualifications:

• Experience with custodians such as Wells Fargo, Bank of New York Mellon, or U.S. Bank.
• Familiarity with eVault systems and MERS.
• Knowledge of regulatory frameworks (e.g., CFPB, RESPA, TILA).
• Notary Public certification is a plus.

Hours & Work Schedule