Bilingual Notary Scheduling & Closing Coordinator 16825

Title : Bilingual Notary Scheduling & Closing Coordinator

Priority Location : Latin America preferred with bilingual Spanish / English skills

Working Hours : Ideally 12 PM - 8 PM EST flexible between 9 AM - 7 PM EST

Salary : $1200 $1500 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

We are looking for a full-time Bilingual Notary Scheduling and Closing Coordinator to join our remote team. You will be on the front lines of our operations : coordinating mobile notaries communicating with clients and notaries and performing meticulous quality control on closing packages before they go back to our clients. This is a 40-hours-per-week role that requires strong attention to detail excellent communication skills in English and Spanish and comfort working in a fast-paced deadline-driven environment with end-of-month volume spikes.

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

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 is measured by independence ability to reduce stress for supervisors and proactive problem-solving
• Ideal candidate resembles a current high-performing team member : detail-obsessed reliable and calm under pressure
• Start date : ASAP ideally within one week of selection

Required Experience :

IC

Key Skills

Administrative Skills,Time Management,Diplomatic Skills,Listening Skill,Languages Fluency,Organizational Skill,Pressure Management,Discipline Skills,Communication,Relationship Management,Client Services,Flexibility,IT Skill,Orderly Condition,Secretarial Skill

Employment Type : Full Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 1200 - 1500