Post Sale Conveyance Deed and Title Clearance Specialist

Role & responsibilities

Conveyance Deed Preparation

Prepare VA and HUD conveyance deeds using approved templates

Retrieve property, vesting, borrower, purchaser, client, and case information from the firms systems and supporting documents

Confirm the correct deed template is used for the applicable investor, insurer, state, county, and conveyance type

Populate deeds accurately with the required legal description, property address, vesting information, grantor, grantee, consideration, and return information

Review deed packages for completeness and obvious inconsistencies

Confirm that required exhibits, legal descriptions, affidavits, coversheets, transfer forms, or supporting documents are included

Save deed packages in the appropriate case location

Update the case management system to reflect that the deed has been prepared

Route completed deed packages for required review, approval, signature, notarization, recording, or further processing

HOA and Lien Search Review

Review the file to determine whether the property is subject to a homeowners association, condominium association, or similar community association

Review title notes, title reports, examination documents, system fields, and other available records for HOA information

Order an HOA estoppel when an association is identified

Order a lien search through the approved vendor website

Order only the lien search when no HOA is identified

Confirm that the correct property, case, owner, and search type are entered when placing an order

Track outstanding orders and follow up on delayed or incomplete results

Document the order date, vendor, search type, and status in the case management system

Inbox and Document Processing

Monitor the designated HUD and VA inboxes for completed lien searches, estoppels, vendor communications, and related documents

Match incoming documents to the correct case and property

Save documents to the proper location within the case management system

Apply required document naming conventions

Populate applicable system fields with the lien search, HOA, estoppel, and clearance information

Update case statuses and workflow steps accurately

Identify duplicate, incomplete, or mismatched search results and resolve or escalate the issue

Lien Search Review and Clearance

Review completed lien searches for open municipal, utility, code enforcement, permit, tax, association, or other identified liens

Compare search results against information already contained in the file

Confirm whether identified items appear open, paid, released, satisfied, or otherwise resolved

Escalate open liens requiring payment or further review to the designated internal resource

Provide the supporting lien search and relevant case information with the escalation

Track escalated items until payment instructions, confirmation, or resolution is received

Update the case management system when an item has been resolved

Mark the applicable title clearance step complete when no open liens are identified

UCC and Other Lien Review

Review original title screen notes for references to UCC financing statements or other liens

Review the title report and supporting examination documents contained in the designated document folder

Confirm whether any UCC lien, fixture filing, solar lien, equipment lien, or other title issue was identified

When a lien is identified, contact the lienholder using approved communication templates and request a current payoff statement

Confirm that the request includes the correct property and account information

Track payoff requests and follow up when a response is not received within the required timeframe

Save payoff statements and lienholder correspondence to the correct case

Escalate disputed, unclear, expired, unavailable, or unusual payoff information

Mark the applicable title clearance step complete when no UCC or other lien is identified

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