Signing Agent at Galbreath Costner, LLC

Signing Agent facilitates the execution of important legal documents such as loan agreements, mortgages, and real estate transactions. Responsibilities include meeting with clients, verifying their identities, explaining the documents they are signing, and ensuring that signatures are executed accurately and in accordance with legal requirements. Attention to detail, professionalism, and commitment to ensuring the integrity of the signing process are essential for a smooth and successful transaction.

KEY RESPONSIBILITIES

Table Signings

Document Verification

• Printing, organizing and reviewing all closing documents for accuracy, completeness, and compliance with legal requirements before signing.
• Verifying the identity of signers and ensuring they understand the contents of the documents.

Notarization

• Administering oaths and affirmations when necessary.
• Applying notarial seals and signatures as required by law.

Client Interaction

• Communicating effectively with clients to explain the purpose and significance of each document being signed.
• Answering client questions and addressing concerns related to the closing process.

Coordination with Stakeholders and Internal Staff

• Collaborating with real estate agents, title companies, lenders, and other stakeholders to facilitate a smooth closing process.
• Obtain funding approval when needed.
• Confirm receipt of funds and adhere to legal and firm regulations for the releasing of keys and other disbursements.

Record Keeping

• Maintaining accurate records of all closing documents, adhering to record-keeping requirements and naming conventions.

Time Management

• Managing time effectively to meet closing deadlines and appointments.

Problem Resolution

• Identifying and addressing any issues or discrepancies that may arise during the scheduled closing appointment.

Objectives of a Real Estate Signing Agent

Facilitate Smooth Closings

• Ensure that the closing process is conducted efficiently and without errors, minimizing disruptions.
• Escalate any issues to paralegal on file

Client Satisfaction

• Provide excellent customer service to clients, addressing their concerns and ensuring a positive experience.

Legal Compliance

• Adhere to all relevant laws and regulations governing notary services and real estate transactions.

Accuracy and Precision

• Guarantee the accuracy and precision of all notarized documents to prevent potential legal complications.

Timely Execution

• Meet closing deadlines and appointments in a timely manner to avoid delays in the real estate transaction.

Professionalism

• Maintain a high level of professionalism and integrity in all interactions with clients and stakeholders.

General Responsibilities

• Participate in maintaining a tidy and organized office environment.
• Provide general hospitality (e.g., greeting clients, preparing closing rooms).
• Assist with general administrative tasks as needed to support team operations.
• Answer incoming calls and direct them appropriately.
• Perform other duties as assigned by management to meet organizational needs.

REQUIREMENTS

• Notary Public Certification: A signing agent must be a commissioned notary public or be eligible to become a Notary Public in the jurisdiction for which they are needed to perform notarial acts as they are responsible for verifying the identity of the signers and ensuring the proper execution of documents.
• Real Estate Knowledge: A solid understanding of real estate transactions, mortgage documents, and the closing process is essential.
• Legal Understanding: Familiarity with relevant real estate laws and regulations is crucial to ensure compliance with legal requirements.