Administrative Assistant — Title & Closing Support
Company: Grand Slam Title, LLC Location: Coral Gables, FL (in-office) Type: Full-time
About the Role
Grand Slam Title is a boutique title insurance and closing company serving Miami-Dade's residential and commercial real estate market. We're looking for a sharp, organized Administrative Assistant to be the operational backbone of our office — keeping closings on track, supporting our processing and closing team, and making sure every client, lender, and realtor who interacts with us has a smooth experience.
This is a high-visibility role in a fast-paced environment. You'll touch nearly every file we handle and work directly with the owner, processors, and closing staff. If you're detail-obsessed, calm under deadline pressure, and want to grow inside a growing company, this is for you.
What You'll Do
- Serve as the first point of contact for clients, realtors, lenders, and vendors by phone, email, and in person, projecting professionalism and a service-first attitude
- Open new files and ensure all intake information, contracts, and documents are accurately logged in our systems
- Coordinate closings: schedule signings, prepare closing packages, confirm appointments, and assemble documents for the closing table
- Order and track title searches, lien searches, payoffs, surveys, estoppels, HOA/condo documents, and other third-party items
- Support processors with document collection, follow-ups, and status updates throughout the transaction
- Manage calendars, deadlines, and closing dates, proactively flagging anything at risk of slipping
- Handle incoming/outgoing mail, e-recording, deliveries, and document execution logistics
- Maintain organized digital and physical files in compliance with company and underwriter requirements
- Prepare and send correspondence, status updates, and post-closing packages to clients and lenders
- Keep the office running: supplies, vendor coordination, and general administrative support
- Assist with FinCEN, compliance, and recordkeeping tasks as directed
What We're Looking For
Required
- Fully bilingual in English and Spanish (written and spoken) — this is essential for serving our Miami-Dade client base
- 1+ years of administrative, front-desk, or coordination experience (title, real estate, mortgage, or legal industry strongly preferred)
- Strong organizational skills and genuine attention to detail
- Comfortable juggling multiple files and deadlines without dropping the ball
- Professional written and verbal communication
- Proficiency with email, calendars, and standard office software; quick to learn new platforms
- Reliable, discreet, and able to handle confidential financial and personal information
Preferred
- Familiarity with title production software (Qualia, SoftPro, ResWare, or similar)
- Understanding of the real estate closing process and common closing documents
- Notary commission (or willingness to obtain one)
What We Offer
- Competitive pay based on experience
- A collaborative, close-knit team where your work has real impact
- Direct exposure to the title and real estate industry with room to grow into processing and closing roles
- A professional Coral Gables office
Pay: $20.00 - $22.00 per hour
Work Location: In person
