Office Liaison
The top priority of a liaison is to act as the primary contact person for the realtors in the office or offices they are assigned to.
Liaisons answer questions and update files for the agents as they progress towards closing, and work hand-in-glove with the back-office processor-closer teams who will do the majority of the Title related work.
Competitive Pay, PTO, & Full Benefits!
The top five responsibilities are:
1. Get the completely executed contract from the agent and input the information in the order entry system following with a welcome letter to both agents and contacting the buyer immediately to find out if they need wiring instructions to send their binder. If wiring instructions are needed, send in a secured email to the buyer.
2. Order the commitment.
3. Conduct the actual closings as a notary for those files from the offices the liaison serves, as well as filling the company gap when closings are needed for any of our back-office closers.
4. Assist with some of the processing (In house processors order payoffs, HOA information and send lender request information) using the basic guidelines for all file processing.
5. Provide updates as needed to buyers, sellers and agents.
The following basic guidelines are to be followed by the liaison when processing a file.
1. Obtain the seller information:
- Name(s) spelling verified by driver’s license, passport, or other official government ID so the name can be matched with the chain of title and commitment.
- Social Security number, for the 1099 cannot be processed without it.
- Forwarding address for the seller, as this is very important for future tax information.
- Marital status for vesting on transfer deed.
- Determine if the property the homestead property of the seller.
- Payoff loan numbers and phone numbers for the lender(s).
- Determine if this mail-away or will the seller(s) be at closing. Ensure timing is closely coordinated with, and approved by the file’s closer. Coordinate the outside notary with the seller and the closer if the seller decides to be a mail away and needs assistance securing a notary.
- Get HOA information to order HOA (estoppel letter)
- Asking if this is going to be a 1031 exchange.
- Asking how they will be receiving their funds at closing.
- Obtaining any payoff or survey authorizations needed for processing.
2. Obtain the buyer information:
- Spelling of name(s) so the deed can be prepared correctly.
- Marital status for vesting of deed.
- Does the lender have the same name(s) on the mortgage that will be on the deed? If not, determine the difference and why. The processor should let the lender know who will be on title when the lender request is sent.
- Will the property be the homestead for the buyer? If not, what is the buyer’s address?
- Will there be a WDO and will we be collecting the amount owed at closing?
- Will a new survey be ordered? Are we ordering the survey or will the agent be ordering the survey?
- If we do not have the lender information, contact the buyer and get the lender information and contact information.
- Is this a mail-away, DocuSign for cash deals or will the buyer(s) be at closing? Coordinate the outside notary with the buyer and the closer if the buyer decides to be a mail away and needs assistance securing a notary.
- Asking if this will be a 1031 exchange.
- Obtaining a survey authorization if one is needed.
- Find out how they will be sending their closing funds.
3. Assist with clearing the Title commitment of anything on Schedule B-11.
4. If sending an e-mail to the lender, ensure the property address and name of buyer.
5. If sending an e-mail to an agent, include the buyer or sellers name(s)
6. If sending an e-mail internally, include the file number and property address.
7. If you receive an e-mail and it does not have this information or a file is not processed as indicated above, contact your team’s processor, closer, or the Operations Manager.
8. Coordinate closing date and time with your closer, agents, buyers and sellers.
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