Job Description

The Mortgage Closing Assistant provides essential support to the Closing Department by assisting with documentation, coordinating with title partners, maintaining accurate data in Encompass, and assisting with closing, funding, and post-closing processes. This role ensures timely, compliant, and efficient loan closings while embodying the organization’s service standards and values.

Responsibilities

Closing Coordination & Documentation

• Receive closing scheduling notices from title companies and accurately schedule closings in Encompass.
• Obtain, review, and enter data from preliminary closing disclosures provided by title partners.
• Assist Mortgage Closers with preparing and issuing post-consummation Closing Disclosures.
• Upload completed loan closing packages to Mortgage Servicing in a timely manner.
• Order and review FNMA and FHLMC UCD reports to ensure data accuracy and compliance.

Funding & Accounting Support

• Assist Mortgage Closers and Mortgage Accounting with the wire ordering process.
• Receive, balance, and enter escrow checks into Encompass upon delivery from the post-closing department.
• Track outstanding escrow checks, follow up with title partners, and provide updated status reports to Closing Management and Mortgage Accounting.

Vendor & Final Document Administration

• Monitor vendor approval requests, send vendor approval packages to title partners, and follow up to ensure completion.
• Review vendor approval submissions for accuracy, completeness, and compliance; enter appropriate data into Encompass.
• Support the Final Documents department by receiving, reviewing, and uploading recorded mortgages and title policies into Encompass.

Bell Bank Culture, Policy and Accountability Standards:

• Know by name and face as many customers and employees as possible, calling them by name as often as possible.
• Know and practice LOCBUTN, our Golden Rules, and Bell Bank Customer Service Standards.
• Know, understand, and live the company values and bottom line.
• Conduct activities consistent with established Bell Bank policies, procedures and systems, the Bell Bank Employee Conduct policies, the Bank Secrecy Act and all applicable state and federal laws and regulations.
• All employees are responsible for information security, including compliance with policies and standards which protect sensitive information.
• Prompt and reliable attendance.
• Perform other duties as assigned.

Education, Experience, and Other Expectations

• High School diploma or GED required.
• Minimum of one year of experience in banking, financial, or mortgage industry preferred.
• Encompass experience preferred.

Skills and Knowledge

• Strong organizational and time management skills with the ability to meet multiple deadlines.
• High attention to detail and strong data entry accuracy.
• Ability to work effectively under pressure while maintaining professionalism.
• Demonstrated positive attitude and a “can do” approach to daily tasks and challenges.