Bilingual Notary Scheduling & Closing Coordinator | 60792873778

Bilingual Notary Scheduling & Closing Coordinator

 

Priority Location: Latin America preferred, with bilingual Spanish/English skills
Working Hours: 11AM - 7PM EST
Salary: $1,200 – $1,500 USD/month

Longevity: Long-term role with potential for growth as the company continues to scale

Required: Finalists will be required to complete a background check (company-paid)

Company Overview

We are a growing mobile notary firm that specializes in real estate closings across the United States. Based in Miami with a fully remote team, we coordinate mobile notaries nationwide and support remote online notarizations (RON) for clients in both English and Spanish.

Role Overview

This is a full-time (40 hours per week) position supporting real estate closings nationwide from scheduling through completion. The role requires excellent written and verbal communication skills in both English and Spanish, exceptional attention to detail, and the ability to manage multi-task in a fast-paced environment.

You will communicate daily with title companies, lenders, notaries, and signers, perform meticulous quality control on closing packages before returning them to clients, and help ensure closings stay on track.

This is not a routine administrative position. Every day brings new challenges, last-minute changes, and situations that require critical thinking, sound judgment, and the ability to prioritize urgent matters effectively. The ideal candidate is proactive, highly organized, follows through consistently, and can work independently with minimal supervision.

This role is best suited for someone who thrives in a dynamic environment with frequent last-minute changes and end-of-month volume spikes, enjoys problem-solving, and takes ownership of ensuring every closing is handled accurately and efficiently.

 

Key Responsibilities

Scheduling and Coordination

• Coordinate mobile notaries for real estate closings nationwide using our notary databases and internal tools
• Manage scheduling logistics by email, phone, and text with both clients and notaries
• Monitor active signings, follow up on status updates, and ensure all appointments are confirmed and completed on time
• Help transition client communication away from personal cell phones into formal company channels and apps

Client and Notary Communication

• Serve as a day-to-day point of contact for clients and notaries in both English and Spanish
• Respond promptly and professionally to inquiries, updates, and issues via email, phone, text, and client-facing apps
• Provide clear instructions to notaries on each signing, including location, timing, document requirements, and special notes
• Deliver a high level of service and responsiveness, especially during end-of-month surges

Quality Control of Closing Packages

• Review executed closing packages for completeness and accuracy before sending them to clients
• Check that all required signatures, initials, dates, stamps, and notarial certificates are present and compliant with instructions
• Identify and flag any errors, omissions, or discrepancies, and coordinate corrections quickly
• Work closely with internal team members to maintain high quality standards and minimize rework

Operations and Process Support

• Learn and navigate our notary platforms, internal systems, and client-facing tools
• Maintain up-to-date records of signings, notaries, and client communications
• Collaborate with the scheduling and operations team via Slack-style messaging, Zoom, and other remote tools
• Contribute ideas to improve workflows, communication channels, and quality control processes

Required Qualifications

• Bilingual: professional-level Spanish and English, both written and spoken
• Comfortable working via Google Meet to maintain live communication with colleagues.
• 2 - 4 years of experience in an administrative, coordination, or client service role
• Proven experience managing high volumes of emails, calls, and messages in a fast-paced environment
• Strong organizational skills, with the ability to juggle multiple signings, stakeholders, and deadlines at once
• High attention to detail and accuracy when handling documents and client information
• Comfort working fully remote and independently, with proactive communication and follow-through
• Ability to work core hours aligned with U.S. Eastern Time (Miami-based team)
• Reliable internet connection, laptop, and smartphone; dual monitors strongly preferred

Preferred Experience

• Experience in real estate, title, escrow, mortgage, or a related legal or paralegal environment
• Familiarity with real estate closing documents, title commitments, and loan packages
• Prior experience working with notaries or in a signing services company
• Experience using database-driven platforms, CRMs, or scheduling systems
   

What We Are Looking For

The ideal candidate is detail-obsessed, calm under pressure, and energized by helping things run smoothly behind the scenes. You enjoy solving scheduling puzzles, catching small mistakes before they become big problems, and supporting clients during high-stakes transactions like real estate closings.

Additional Notes: 

• Success in this role means proactively managing closings from scheduling through completion while ensuring deadlines, communications, and operational details are handled accurately and efficiently. The ideal candidate responds promptly, prioritizes urgent matters effectively, follows through without reminders, and consistently delivers high-quality work with minimal errors. Team members and clients should feel confident that every closing is being managed thoroughly and that nothing is falling through the cracks.  

• The ideal candidate thrives in a fast-paced, high-volume environment and can confidently manage multiple priorities. They are detail-oriented, proactive, and able to identify issues, prioritize urgent matters, and communicate clearly under pressure. Most importantly, they take ownership of their work, follow through consistently, and ensure nothing falls through the cracks.