Escrow Assistant

Description

Who we are:

Vista Title & Escrow, LLC, is a locally owned and operated title company committed to offering unparalleled customer experience. Headquarters in downtown Spokane, WA, with branches in North Spokane and Colville (operating as Stevens County Title & Escrow).

We are a team of professionals that truly care about our team members, customers, and community. Here at Vista, we take our commitment to providing unparalleled customer experience to every customer seriously, customizing every transaction according to the needs and dynamics of the parties involved. We are thriving and growing in the title and escrow industry for our region and welcome like-minded applicants to consider joining us here at Team Vista.

Job Summary

At Vista Title & Escrow, the Escrow Assistant plays a critical support role in the successful coordination of real estate closings, delivering an exceptional customer experience from file opening through post-closing. This position provides both administrative and transactional support to Escrow Officers and Escrow Closers while ensuring efficient and accurate processing of documents, communication with clients, and regulatory compliance.

In addition to assisting with escrow-related responsibilities, the Escrow Assistant also provides backup support at the front desk and helps ensure uninterrupted service when coverage is needed. This role is an excellent opportunity for team members looking to grow into a future Escrow Closer or Senior Escrow Assistant position.

The ideal candidate embraces Vista’s core values of Care, Clarity, and Cultivation while actively supporting business growth, team collaboration, and professional excellence.

Key Responsibilities

• Provide responsive and professional administrative support to escrow staff, ensuring timely and accurate transaction processing
• Open and prepare escrow files, including order entry, fund allocation, and file documentation
• Assist with preparation and delivery of closing documents; coordinate disbursements and wire transfers in accordance with company policy
• Communicate clearly with clients, agents, lenders, and team members regarding title exceptions, requirements, and next steps
• Review and interpret purchase agreements and refinance instructions
• Manage pre-closing and post-closing tasks such as recording documents, verifying signatures, and reconciling disbursements
• Research and review chain of title; identify and track liens, judgments, and title issues for resolution
• Conduct quality control checks to ensure legal descriptions, vesting, and documents match title commitments
• Support the preparation of closing statements and coordinate with title officers as needed
• Compile reports, perform data entry, and maintain accurate and confidential escrow records
• Resolve standard and non-standard issues using internal resources and professional judgment
• Provide courteous, professional front desk coverage as needed for breaks, PTO, or special situations
• Contribute to a positive office culture through interdepartmental collaboration, marketing support, and shared client success
• Perform other duties as assigned in support of the escrow department and overall company goals

Equal Employment and Nondiscrimination

At Vista Title & Escrow, we are committed to equal employment opportunities for all and cultivate a caring and professional environment that invests in every individual in a professional, meaningful, and unparalleled way. We treat each of our applicants, employees, customers, business partners, and community members with dignity and respect without regard to age, race, creed, color, national origin, ancestry, marital status, disability, history of disability, veteran status, nationality, or sex/gender.

Requirements

Required Skills & Abilities

• Strong commitment to Vista’s mission of delivering an unparalleled client experience
• Exceptional written and verbal communication skills
• Friendly and professional customer service demeanor, in person and over the phone
• Strong organizational skills and acute attention to detail
• Ability to prioritize tasks in a fast-paced, high-volume environment
• Familiarity with Microsoft Office Suite and escrow/title software
• Analytical problem-solving with a proactive mindset
• Ability to work independently and as part of a collaborative team
• Willingness to support marketing initiatives and client retention efforts when needed

Education & Experience

• High school diploma or equivalent required
• Prior experience in administrative or client service role preferred
• Prior exposure to escrow, title, or real estate transactions a plus
• Demonstrated interest in professional growth and ongoing education in the title and escrow industry

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Ability to lift up to 15 pounds
• Ability to review printed and electronic documentation

Company Core Values

At Vista Title & Escrow, our team members are expected to reflect our core values in all internal and external interactions:

• Care – Invest in the success of our people, clients, and communities
• Clarity – Communicate clearly and transparently to ensure understanding and trust
• Cultivation – Nurture and develop skills, relationships, and business practices

Compensation and Benefits

• $22.00 - $24.00/hour based on experience

• Full time, non-exempt position

• Medical, dental and vision, life, and LTD (including company contribution)

• 410(k) (including company contribution)

• Flexible spending account programs for medical and dependent care

• Health savings account option

• Company paid holidays

• Time off for vacation, sick, and bereavement