Final Document Manager
Management Company: PHFA
Date to Remove Job Post: April 30, 2024
Job Title: Final Document Manager
Job Purpose:
Direct and monitor the workflow of the Final Document team as they review the Final Documents submitted by participating lenders. Final Documents include note, mortgage, assignment of mortgage, name affidavit, title policy and deed. Establish procedures to ensure file review deadlines and government entity guidelines are met.
Duties and Responsibilities:
1. Supervise the Final Document Staff to ensure the accuracy and timeliness of the Final Document reviews.
2. Monitor the workflow to prevent backlogs in the various stages of the Final Document tasks. Develop short-term and long-term modifications to ensure smooth and efficient workflow.
3. Assist the final document staff in resolving more complex issues on Final Document reviews.
4. Establish and update Final Document Internal Guidelines.
5. Train staff on Final Document reviews and processes and monitor their progress.
6. Respond to inquiries from Lenders and Title Companies regarding Final Document processes and procedures.
7. Monitor the weekly Trustee report as well as the weekly Trustee shipments and resolve any file discrepancies.
8. Perform Quality Control Reviews of Final Documents, Modification Agreements and Mortgage Modification Policies on loans intended to be placed in GNMA Pools.
9. Monitor the monthly GNMA Report, resolve issues with the Document Custodian, clear outstanding conditions and complete the final certification via Ginnie Net.
10. Monitor the timeliness and quality of the Lender’s Final Document submissions and address repetitive or critical issues as noted on the Deficient Loan Tracking Report and/or performance.
11. Attend meetings with the Mangers and Director of Homeownership Programs to maintain and improve division operations.
12. Conduct monthly meetings with Final Document staff to advise them on new policies and procedures.
13. Coach employees in developing performance goals and complete quarterly check-ins to evaluate their progress.
14. Compile a bi-weekly Final Document Activity Report for the Director of Homeownership and monitor all other reports related to Final Documents.
15. Monitor the final document tasks and modify workflow within the electronic submission system to ensure maximum efficiency.
16. Assist in Lender Trainings when needed due to outstanding Final Document issues.
17. Perform special projects as directed.
Education and/or Work Experience Requirements:
1. Minimum of five years in a mortgage banking experience in loan closing or Post-Closing area or a Bachelor’s Degree in Business Administration.
2. Ability to communicate effectively and professionally in verbal and written forms.
3. Exhibit good interpersonal skills with the ability to encourage, guide and direct staff.
4. Basic knowledge of Ginnie Mae, Fannie Mae, Freddie Mac, FHA, RHS and VA guidelines.
5. Detail oriented with the ability to recognize inconsistencies.
6. Dependable with a proven attendance record.
7. Ability to meet deadlines and work under pressure in periods of heavy volume in a professional, business-like manner.
8. Good organizational skills with the ability to multi-task.
9. Fluency in PC skills including data entry, Microsoft Word, and Access.
Physical Requirements
1. Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
2. Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.
3. Must be able to list and carry up to 25lbs.
4. Must be able to talk, listen and speak clearly on the phone.
Working Conditions
1. Regular business office hours in the Harrisburg Office with a hybrid schedule, combining in-person attendance and telework, as assigned by the Director of Homeownership.
How to Apply: Send resume and cover letter to hrdepartment@phfa.org