Closings & Estoppels Coordinator

Company: Signature One Property Management
Location: 393 Interstate Blvd, Sarasota, FL
Job Type: Full-time, In-Office (Monday–Friday)
Salary: $50,000–$60,000 per year (DOE) + benefits

About Signature One: Signature One is a hospitality-driven community association management company serving homeowner and condominium associations. We support boards, residents, and real estate partners with high-touch service, strong financial stewardship, and operational excellence—especially when it matters most at closing.

Role Summary

The Closings & Estoppels Coordinator manages the timely and accurate processing of estoppel certificates, resale/closing packages, lender/title questionnaires, and account research. This position is deadline-driven and communication-heavy, working closely with title companies, lenders, attorneys, homeowners, and internal team members to ensure smooth closings.

Key Responsibilities

Estoppels & Closing Packages

• Receive, log, and prioritize estoppel and resale/closing requests by closing date
• Research owner accounts and association records to confirm balances, assessments, late fees, interest, and special assessments
• Prepare and deliver estoppels, status letters, questionnaires, and resale disclosure/closing packages accurately and on time
• Confirm and document processing fees (when applicable) and maintain complete transaction files

Closing Coordination & Communication

• Serve as the point of contact for title companies, lenders, and attorneys for closing-related inquiries
• Provide clear updates, fast follow-up, and professional communication by phone and email
• Coordinate with Accounting and Community Association Managers to validate figures and resolve discrepancies
• Support post-closing transfers including ownership updates and account setup

Tracking & Quality Control

• Maintain audit-ready documentation and delivery confirmation for every request
• Track volume, deadlines, and turnaround times; flag escalations early
• Identify repeat issues and contribute to process improvements

Qualifications

• 2+ years in HOA/condo management, title/escrow, mortgage servicing, real estate admin, or closings preferred
• Strong attention to detail and ability to juggle multiple deadlines
• Professional written communication (email-heavy role) and strong phone skills
• Comfortable reviewing ledgers and preparing disclosure documents
• Proficiency with Microsoft Office; HOA/property management software a plus (CINC, Vantaca, TOPS, etc.)

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k) matching
• Health insurance
• Paid time off

Work Location: In person