About this role

Selene Holdings is a multiple-lines business financial services firm with a mortgage servicing company, a loan diligence company, a title company, an insurance brokerage, and a real estate owned company. We have office locations in Dallas, TX, Jacksonville, FL, and Salt Lake City, UT. Founded in 2007 to address needs in the mortgage industry, Selene strives to provide amazing client and borrower experiences. A positive attitude coupled with proven creative thinking and actions are all attributes we seek in every one of our employees. If you want to make a difference, then Selene is the place for you!

Position Summary

The Documentation Management Specialist is a key contributor to the integrity and accuracy of mortgage servicing operations. This role is responsible for managing the full lifecycle of collateral documentation, including receipt, validation, tracking, imaging, and secure storage of original loan documents. The specialist ensures compliance with regulatory and investor requirements while supporting internal departments such as Customer Service and Loan Resolution. Additional responsibilities include processing physical and electronic mail, researching and resolving document discrepancies, and collaborating with external vendors, law firms, and investors to maintain accurate records and meet critical deadlines.

Essential Duties and Responsibilities

- Collateral Management: Receive, log, and validate collateral documents for completeness and accuracy.
- Track, follow up, and resolve missing or incorrect documentation.
- Inventory, image, and index collateral files in digital systems.
- Research and resolve issues related to title chains, assignments, and recorded documents.
- Conduct post-closing legal and compliance reviews to clear exceptions.

- Mail & Document Processing: Sign for and receive packages from carriers (FedEx, UPS, DHL, USPS).
- Scan and process incoming mail and electronic correspondence within 24 hours.
- Upload and index documents promptly for internal access.

- Cross-Functional Support: Communicate with vendors, law firms, and third parties for document revisions and recordings.
- Monitor foreclosure and bankruptcy timelines to ensure compliance.
- Maintain detailed notes and status updates in servicing systems.
- Recommend and implement process improvements for operational efficiency.

- Special Projects: Support investor and agency requests.
- Participate in long-term projects aimed at enhancing collateral management processes.

Qualifications

- Education: High school diploma or GED required; college degree preferred.
- Experience: Requires a high school diploma or general education degree (GED)
- Familiarity with Foreclosure, Bankruptcy, and other servicing areas
- 3-5 years mortgage servicing collateral and/or collateral request. Assignments or completing title curative actions
- Understand and offer solutions to resolve both complex and difficult situations
- The individual must be a “self-starter” also possess strong verbal and written communication skills and be team oriented
- Have problem resolution skills, the individual must be analytical, organized, detail oriented and can consistently meet multiple deadlines

- Skills: Strong organizational and analytical abilities with attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Excellent verbal and written communication skills.
- Ability to work independently, prioritize tasks, and meet multiple deadlines.
- Problem-solving mindset with capability to handle complex situations.

Work Environment & Physical Demands

- Office-based position with moderate noise level.
- Must occasionally lift and/or move up to 50 pounds.
- Requires close vision and ability to stand, walk, sit, and perform repetitive tasks.

Why Selene?

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Benefits
Selene Finance LP is committed to the total wellbeing of its employees and therefore offers one of the best benefits packages available in the industry today, which includes:

- Paid Time Off (PTO)
- Medical, Dental &Vision
- Employee Assistance Program
- Flexible Spending Account
- Health Savings Account
- Paid Holidays
- Company paid Life Insurance
- Matching 401(k) Plan

The job requirements listed above are representative of the knowledge, skills, and/or abilities required. This job description is not an inclusive list of all duties and responsibilities of this position. Incumbents will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. Selene reserves the right to amend and change responsibilities to meet business and organizational needs.