HAND Escrow Coordinator

Hand Escrow Coordinator The HAND Escrow Coordinator works in NACA's Home and Neighborhood Development (HAND) Department and is responsible for the processing and management of rehab escrow transactions. The Rehab Escrow are funds held by the lender to be disbursed for completed work for a specified scope of work after the loan is closed. The Escrow Coordinator has direct oversight over all open escrow accounts. S/he works with the Member, contractor, draw inspectors and lender to authorize payment disbursements, management of rehab escrow balances, project ledgers and close outs. S/he communicates with the Member and their approved contractor(s), aid and education about HAND's post close payment process policies. An Escrow Coordinator must contact multiple Members each day resulting in at least forty (40+) reviews a day, which includes confirmation of funds, preparation of rehab ledgers, draw inspection reviews, payment authorizations, lender payment conditions, reconciliation of funds resulting from project change orders and eventual escrow close out requests. The Escrow Coordinator works directly with the lender's construction lending teams maintaining regular reporting of all open accounts, setting up new vendors, providing approved supporting documentation of all project work and addressing aged account reviews. This position requires general accounting and bookkeeping experience in facilitation of the Rehabilitation Escrow agreement and disbursement policies including, but not limited, to specific responsibilities described below. Work Escrow Confirmation and account set up Confirm that the amount available for disbursement matches final budget and Closing Disclosure. Prepare the project ledger and provide it to the Member. Confirmation done within 48 of loan closing. Draw Inspections - Review draw inspection(s) to determine payment authorization based on the percentage of work complete with deduction for holdbacks and verified material purchases. Decision within 24 hours of receiving draw inspection including requesting additional documentation and information from Member and contractor. Payment Authorizations Review draw inspection and inspector comments related to completeness and quality of work. Communicate with Member concerning inspection and applicable comments. Determine the agreed upon amount to release to contractor for partial or full and final payment. Communicates with Member within 48 hours of receipt of inspection. Payment Turn Times requesting payment to contractor from lender within 48 hours of receiving Member's approval, contractor's lien waiver and applicable supporting documents. Lender Payment within 48 hours of proof of disbursement by Lender, scan proof into file and update project ledger. Send Member project ledger noting balance of escrow account. Vender Set-Up - Confirm that license, insurance and W9 are current and submitted to Lender for future payment disbursements. Lien Waivers - Receive and confirm accurate lien waiver in amount of payment release for partial or final payments. Payment Verification - verify and document all approved change order deductions and credits to support accurate accounting of monies applied to each contract agreement supporting total amount of funds due contractor at completion of work. Accounting Ledger Maintain accurate and detailed ledger of the Rehab Escrow balance for all approved contractors, including contingency amounts, until the scope of work is completed, and the escrow account is closed. Disputes - Work with HAND management and Legal department regarding project disputes and litigation holds. Project Close Out - Same day as final payment but no more than two weeks if Member seeking use of remaining contingency funds. Conduct bi-weekly review of open accounts and provide lender with status of project, working with RS to contact Member when a project becomes inactive, such as no inspection or payment within last 30 days. Documentation Provide completed detailed narratives within NACA lynx system. Appointments confirm and complete all scheduled appointments on HAND calendar resulting in HAND Action Plan and narrative. Education - Members are informed of and prepared for the rehab process from inspection to post close project and payment management. Also provide such information to vendors, NACA staff, real estate agents, and others about HAND policies and procedures. Follow-up Follow-up with Members, Vendors, Lender, NACA staff and others. Project Reports Obtain regular project updates until project complete. Project Complete Complete rehab projects within contract agreement dates but not to exceed six months from the closing date; 12 months with management exception due to extenuating circumstances. Aged Reports Provide reports including Aged Account Report on status on all aged files over 6 months old, status report and others as requested. Phones answered promptly and professionally. Return all voicemails the same day but no later than 24 business hours. Conduct and complete review tasks within the HAND tickler reports (pipeline) as required. Maintain daily appointments in prompt and professional manner, as scheduled on HAND's appointment calendar, documenting communications and task requirements within the member's file narrative, per appointment policies. Inform and prepare members for the HAND rehab process from the point a property is identified until the loan is closed, and through project management as applicable. The Escrow Coordinator must be able to meet the demands of the job that consists of 40 to 50 hours a week. NACA reserves the right to modify the work hours by changing hours, changing shifts, and/or requiring weekend work. Such modifications may occur on short notice including during an existing shift. The Typical day is 8:30 a.m. to 6:00 p.m.; based on performance, volume and workload. Weekends as required to complete overdue tasks ensuring closing timetables are met. NACA requires competence in these skill areas: Communication: Communicate effectively both orally and in writing in order to work successfully with Members, NACA staff, community leaders, vendors etc. Must be able to educate others outside of the organization about NACA's services and advocacy. Needs to be open to sharing information with others inside the organization in order to advance NACA's homeownership programs and general mission. In sharing information and using information technology he/she should be extremely cautious and follow NACA's well established procedures in dealing with both NACA and Member's confidential information. Professional Skills: Work consistently in an organized manner handling both the details of the work personally assigned to him/her while at the same time understanding where it fits within the team and the organization at large. Ability to work under pressure in a dynamically changing, fast-paced organization. Able to prioritize short-term from long-term tasks while moving both forward. Able to work on multiple tasks at the same time keeping track of sensitive deadlines. He/she needs to be self-critical and individually seek assistance for improvement in skill areas in need of further development. Has the ability to identify problems, bring such problems to the attention of others in the organization together with suggested solutions. Work Ethic: Must be dependable and able to work effectively individually and within a team with only general supervision. Take direction as presented by management, adjust to changes on short notice, and work diligently to achieve stated goals. Take responsibility for own actions/work product but also be amenable to perform all job duties as assigned and to help others within the work team or NACA as needed. Be able to work flexible hours as dictated by work volume and other requirements. Always be ready to resolve conflicts constructively, directly and personally. Leadership: Creates a positive work environment while remaining alert to potential risks, identifying concerns and violations. S/he will take action to report these to management with the understanding that they affect the organization and require reporting. Such actions should be kept objective and cannot be considered as a personal attack to others in the organization. Must lead and influence others by example by demonstrating a practical attitude of solving problems and achieving goals even when challenged by obstacles. Time Management: Must arrive at work on or before the scheduled hour and use his/her time effectively. This includes only engaging in work activities, meet productivity requirements, not avoid tasks, and complete assigned duties within specified time limits and accurately. Customer Service: Interact and serve NACA's members with the highest level of respect and quality providing effective solutions and explanations for them. Computer Skills: Strong computer skills with ability to be fast and accurate at inputting data, and work with NACA's paperless mortgage qualification, processing and underwriting software. Mission Driven Advocacy: Support and enthusiastically engage in NACA's mission of community advocacy, neighborhood stabilization and fighting for economic justice. Since NACA's mission is greater than staff's individual interest, such participation in these campaigns and actions, as required by management, may result in a reduction of time available for direct production, thus possibly affecting compensation. He/she must also support and defend the organization's philosophy, tactics and impact with those critical of or opposed to NACA. NACA, the Neighborhood Assistance Corporation of America (naca.com), is one of the most exciting organizations in the country. NACA is a national non-profit homeownership, HUD-certified housing counseling and community advocacy organization. We are a high

Created: 2026-03-04