Portfolio Transaction Coordinator (remote) at First American

**Who this is for** This position is for a detail-oriented operations professional who excels at managing complex, multi-party transactions with the discipline

Work type: remote

Location: USA, New York, New York | USA, Ohio, Remote | USA, Illinois, Remote | USA, Arizona, Remote | USA, Florida, Remote | USA, New York, Remote | USA, Michigan, Remote | USA, Pennsylvania, Remote | USA, New Jersey, Remote | USA, Texas, Remote | USA, California, Remote

Salary: $23 – $31/hr

Type: Full-time

Summary

**Who this is for** This position is for a detail-oriented operations professional who excels at managing complex, multi-party transactions with the discipline of a project manager. **Key highlights** You will serve as the central point of contact for portfolio lifecycle management, ensuring data accuracy and timely delivery while coordinating across various internal teams and external clients. **You might be a good fit if you...** - Have a strong background in project management, coordination, or transaction processing. - Are comfortable managing data tape intake, workflows, and cross-functional team collaborations. - Demonstrate excellent risk mitigation and stakeholder communication skills. - Are adept at using modern software to track milestones and service level agreements (SLAs).

Job Description

# Who We Are

Join a team that puts its People First! First American's Direct division provides comprehensive title insurance protection and professional settlement services for real estate purchases, refinances and equity loans. Since 1889, First American (NYSE: FAF) has held an unwavering belief in its people. They are passionate about what they do, and we are equally passionate about fostering an environment where all feel welcome, supported, and empowered to be innovative and reach their full potential. Our inclusive, people-first culture has earned our company numerous accolades, including being named to the Fortune 100 Best Companies to Work For® list for eleven consecutive years. We have also earned awards as a best place to work for women, diversity and LGBTQ+ employees, and have been included on more than 50 regional best places to work lists. First American will always strive to be a great place to work, for all. For more information, please visit www.careers.firstam.com.

# What We Do

First American is looking to add a Portfolio Transaction Coordinator to our National Solutions Team. 

The Portfolio Transaction Coordinator is responsible for the end-to-end execution and on-time delivery of assigned portfolio transactions. Operating with the discipline and rigor of a project manager, this role serves as the central point of coordination across internal stakeholders, external partners, and clients to ensure successful transaction completion within defined service level agreements (SLAs).

This individual owns the portfolio lifecycle from initial data tape intake through final policy delivery, maintaining clear communication, managing risk, tracking critical milestones, and working with the Closing Manager to ensure client expectations are met or exceeded.

What You’ll DoPortfolio 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.

• 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.

• 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

• 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.

• 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.

• 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.

• 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).

This hiring range is a reasonable estimate of the base pay range for this position at the time of posting. Pay is based on a number of factors which may include job-related knowledge, skills, experience, business requirements and geographic location. 

Note that the following statements only apply to candidates who will be working from an unincorporated area within Los Angeles County.

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.

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