Payoff Coordinator

Position Overview

We are looking for a highly organized and persistent Payoff Coordinator to manage the ordering, tracking, and follow-up of mortgage payoff statements for our loan pipeline. This is a high-volume, detail-intensive role that requires someone who is disciplined about follow-through, comfortable making repeated contact with mortgage servicers and lenders, and meticulous about keeping records accurate and current.

The core of this role is simple but demands consistency: order payoffs, follow up, follow up again, and do not stop until every payoff is received, verified, and in the file. If something has not come back, you reach out again — by phone, by email, or both — until it does. Nothing sits unresolved. Nothing is forgotten.
Key Responsibilities
Payoff Ordering
- Order payoff statements from mortgage companies, lenders, and servicers for all applicable loans in the pipeline

- Ensure each payoff request is submitted with accurate loan information — borrower name, loan number, property address, and requested payoff date

- Track every payoff order from the moment it is submitted to the moment it is received and confirmed in the file

- Order updated or extended payoff statements when closing dates change or existing payoffs are approaching expiration

- Maintain an organized log of all outstanding and completed payoff orders so nothing falls through the cracks

Follow-Up — Persistent & Consistent

This is the most important function of the role.
- Follow up by phone and email with mortgage servicers and lenders on all outstanding payoff requests

- Establish and maintain a consistent follow-up cadence — if a payoff has not been received within the expected window, you reach back out immediately

- Escalate when a servicer is unresponsive or a payoff is at risk of delaying closing — bring it to the supervisor's attention with full context

- Re-order payoffs when statements expire and closing has been extended — proactively, before the team has to ask

- Document every follow-up attempt — date, time, contact name, method, and outcome — so there is always a clear record of where each request stands

Payoff Verification & File Management
- Review received payoff statements for accuracy — verify loan balances, per diem amounts, good-through dates, and wire instructions

- Flag any discrepancies or concerns to the processing or closing team immediately

- Ensure all payoff statements are properly saved and organized in the loan file system

- Confirm that payoffs received are still valid as closing dates approach and initiate re-orders when needed

Communication & Coordination
- Communicate payoff status updates to loan officers, processors, and closing teams in a clear and timely manner

- Respond promptly to internal requests for payoff status, document retrieval, or re-ordering

- Maintain professional, clear, and effective communication with mortgage servicers and lenders on every outreach

Required Qualifications
- Highly organized with exceptional attention to detail — accurate records and zero missed follow-ups are the standard in this role

- Persistent and proactive follow-through — you are comfortable making repeated contact with the same party until you get what you need

- Strong written and verbal communication skills for professional interaction with mortgage servicers, lenders, and internal teams

- Comfortable managing a high volume of concurrent tasks and open items without losing track of any

- Self-directed and reliable in a remote environment — you manage your own follow-up schedule and do not need to be reminded

- Proficient in email, spreadsheet tracking, and document management tools

Preferred Qualifications
- Prior experience in mortgage processing, loan operations, title, or a related role — familiarity with payoff statements, per diem calculations, and good-through dates is a strong advantage

- Experience ordering payo