🏡 Closing Scheduler / Closing Coordinator
📍 Location: Scottsdale, AZ 🏢 Company: Independence Home Loans 🕒 Employment Type: Full-Time
About the Role
Independence Home Loans is seeking a highly organized, detail-oriented, and responsive Closing Scheduler / Closing Coordinator to join our Closing Department.
This role is responsible for coordinating and scheduling mortgage loan closings, communicating with notaries and signing agents, managing closing documentation, and ensuring every closing is completed accurately and on time.
This is a fast-paced, deadline-driven position where communication, organization, urgency, and attention to detail are critical. We are looking for someone who takes ownership, thinks ahead, solves problems quickly, and thrives under pressure.
✅ Key Responsibilities
- Coordinate and schedule residential mortgage loan closings.
- Communicate directly with notaries, mobile signing agents, title companies, settlement agents, and internal closing teams.
- Locate and confirm qualified notaries/signing agents for scheduled closings.
- Manage closing appointments and ensure all parties have accurate dates, times, locations, and instructions.
- Upload, distribute, and manage closing packages and related documentation.
- Monitor scheduled closings from initial assignment through completion.
- Confirm notaries have received closing documents and understand signing instructions.
- Follow up immediately on outstanding documents, scheduling conflicts, missed appointments, and closing issues.
- Ensure completed documents are returned and uploaded promptly following signings.
- Maintain accurate and current information within Encompass and Snapdocs.
- Communicate proactively with internal teams regarding status updates, delays, and potential issues.
- Handle last-minute closing requests and schedule changes with professionalism and urgency.
- Maintain accurate records and documentation for every closing.
- Assist the Closing Department with additional operational and administrative responsibilities as needed.
🎯 Required Qualifications
Required
✅ Proficiency with Encompass
✅ Proficiency with Snapdocs
✅ Strong computer and document-management skills
✅ Excellent written and verbal communication skills
✅ Exceptional organizational skills with the ability to manage a large number of closings simultaneously
✅ Strong attention to detail and commitment to accuracy
✅ Ability to prioritize quickly and work effectively under tight deadlines
✅ Comfortable working directly with notaries, title companies, settlement agents, loan officers, processors, and other mortgage professionals
✅ Ability to identify issues and take ownership of resolving them
Preferred
- Previous experience in mortgage closings, title, escrow, notary scheduling, or mortgage operations.
- Experience supporting high-volume closing teams.
- Understanding of mortgage closing timelines and processes.
⏰ Schedule & Availability
This is not always a traditional 9-to-5 position.
Mortgage closings are deadline-sensitive, and the successful candidate must be willing and able to support the business when closing volume requires it.
This may include:
- Extended hours during high-volume periods.
- Month-end flexibility and availability.
- Evening work when necessary to ensure scheduled closings are completed.
- Weekend availability when business needs or month-end deadlines require it.
Our goal is simple: provide borrowers and closing partners with timely, professional support through the successful completion of every closing.
🌟 What Success Looks Like
A successful Closing Scheduler:
- Keeps closings organized and moving without constant oversight.
- Communicates proactively rather than reactively.
- Responds quickly when challenges arise.
- Maintains exceptional accuracy, even during high-volume periods.
- Builds strong relationships with notaries and closing partners.
- Takes ownership of their closing pipeline from scheduling through completion.
- Understands the importance of urgency, accountability, and customer experience.
- Does what's necessary during critical closing periods to help borrowers get to the finish line.
🚀 Why Join Independence Home Loans?
At Independence Home Loans, we're committed to delivering an exceptional borrower experience while fostering a culture of teamwork, accountability, and excellence. If you are organized, dependable, and thrive in a fast-paced environment where your work directly impacts successful closings, we'd love to hear from you.
📩 Apply today and become an essential part of our growing Closing Operations team!
