Portfolio Transaction Coordinator (remote)

What You'll Do

Portfolio Intake & Setup

• Receive and review client data tapes; validate completeness and accuracy upon receipt.
• Manage the process for creating and delivering a quote when required, working with key stakeholders to consolidate inputs from up to three different teams.
• Launch and manage appropriate workflows to route title orders through required production channels.
• Coordinate with the client on delivery preferences (e.g. Box, Email, other SFTP) and ensure all key stakeholders have appropriate access.

Project & Stakeholder Management

• Serve as the primary point of contact for client status communications in partnership with the Closing Manager and Escrow Officer.
• Ensure all internal stakeholders are fully informed of client requirements, product type, transaction scope, key milestones, and closing timelines.
• Coordinate cross-functional teams including title production, closing, payoffs, recording, invoicing, and policy delivery.
• Proactively identify risks to timeline or scope and implement mitigation strategies to protect delivery commitments.

Title & Vendor Coordination

• Place, track, and receive title searches from external agents.
• Ensure timely upload of title searches and documentation into FAST and other required systems.
• Monitor turnaround times and escalate delays as necessary to maintain project momentum.
• Where we are delivering a single policy by state, ensure individual site files are appropriately combined into the state master file in FAST

Portfolio Change Management

• Manage portfolio updates and tape changes, including adding or removing files and coordinating the correct updates from production.
• Coordinate necessary updates across all impacted internal teams to ensure alignment and continuity.
• Maintain accurate tracking of portfolio scope throughout the transaction lifecycle.

Client Communication & Reporting

• Provide consistent and proactive client status updates via email and other agreed-upon communication channels.
• Track and monitor delivery of all client commitments, ensuring transparency and accountability.
• Serve as a trusted partner to clients by anticipating needs and maintaining clear, timely communication.

Transaction Tracking & Completion

• Monitor and track critical transaction components based on portfolio type, including Quoting, Production SLAs, Commitment/Title Product, Payoffs, Recordings, Invoices, Policy issuance, Original document return, Funds reconciliation and balance returns
• Ensure final deliverables are completed within established SLAs.
• Maintain comprehensive tracking tools to manage milestones, dependencies, and completion status.

What You'll Bring

• Bachelor's degree or equivalent professional experience.
• 3+ years of experience in title operations, transaction management, portfolio management, or project management.
• Strong understanding of title production workflows, closing processes, and post-closing deliverables preferred.
• Demonstrated ability to manage multiple concurrent projects with competing deadlines.
• Proficiency in transaction management systems (e.g., FAST) and data tools (e.g., Data Tree).
• Strong Excel skills with the ability to organize, analyze, and interpret data using functions (e.g., pivot tables, vlookup/index match).

First American will consider for employment all qualified applicants, including those with arrest or conviction records, in a manner consistent with the requirements of applicable state and local laws (e.g., the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act).

First American intends to conduct a review of an applicant's criminal history in connection with a conditional offer. First American reasonably believes that a criminal history may have a direct, adverse and negative relationship with the following material job duties for this position potentially resulting in the withdrawal of the conditional offer of employment: handling of confidential, proprietary or trade secret information belonging to First American or its customers, administrating or facilitating financial transactions, and the ability to meet customer-imposed criminal history requirements.