Escrow Assistant

Job Summary:

We are seeking a highly organized and detail-oriented Title & Escrow Assistant / Office Coordinator to join our team. The ideal candidate will have at least 2 years of title and escrow experience, including hands-on experience with SoftPro and SmartView.

This is a hybrid, firm-wide role that combines traditional title and escrow responsibilities with office management and personal assistant support across our entire practice, including litigation, real estate, and banking matters. In addition to supporting title and closing transactions, this role will play a key part in the day-to-day operations of the firm and provide direct administrative support to attorneys and leadership.

This position is best suited for a proactive, high-level operator who is comfortable managing both transactional work and broader administrative responsibilities in a fast-paced legal environment.

Key Responsibilities:

Title & Escrow Duties:

• Assist with opening, processing, and closing title and escrow files
• Prepare, review, and organize closing documents, title commitments, settlement statements, and related materials
• Enter and maintain accurate transaction data in SoftPro and SmartView
• Order payoffs, tax certificates, municipal lien searches, surveys, and other required closing items
• Communicate with buyers, sellers, lenders, attorneys, real estate agents, and vendors
• Review files for completeness and follow up on outstanding items
• Support escrow disbursement and post-closing processes, including funding and file balancing
• Ensure compliance with underwriting guidelines and applicable regulations
• Maintain strict confidentiality of client and transaction information

Firm-Wide Administrative & Office Management Duties:

• Provide administrative and operational support across all practice areas, including litigation, real estate, and banking
• Manage calendars, scheduling, and coordination for attorneys and staff
• Assist with firm-wide document organization, file management, and workflow systems
• Coordinate client communications, intake, and follow-ups across different matters
• Support billing, tracking, and general administrative processes as needed
• Help manage office operations, including supplies, vendor relationships, and coordination with service providers
• Assist with implementation and maintenance of internal systems and processes

Personal Assistant Support:

• Provide direct support to firm leadership, including scheduling, task management, and prioritization
• Assist with email management, correspondence, and follow-ups
• Handle special projects, errands, and ad hoc tasks as needed
• Anticipate needs and proactively help keep leadership and the office operating efficiently

Qualifications:

• Minimum 2 years of experience in title and escrow support or related role
• Hands-on experience with SoftPro and SmartView (required)
• Strong understanding of title and escrow workflows and closing procedures
• Excellent organizational skills and attention to detail
• Ability to manage multiple priorities across different types of work
• Strong written and verbal communication skills
• Proficiency in Microsoft Office (Outlook, Word, Excel)
• Comfortable working across multiple practice areas and supporting a broader team
• Self-starter with a proactive, problem-solving mindset

Preferred Qualifications:

• Experience in a law firm or title company environment
• Commercial real estate or SBA transaction experience
• Texas notary license
• Familiarity with litigation workflows and/or banking transactions

Ideal Candidate:

The ideal candidate is highly dependable, adaptable, and solutions-oriented. They are comfortable handling detailed title and escrow work while also stepping into a broader office management and personal support role across the firm. This person takes initiative, anticipates needs, and plays a key role in keeping both transactions and overall firm operations running smoothly.

Pay: $24.55 - $29.56 per hour

Work Location: In person