This is a remote position.
Clock Tower Realty is a full-service real estate brokerage based in Winter Garden Florida. They help clients across the buying and selling process of residential property offering localized expertise marketing support and client education.
To manage organize control and distribute all transaction- compliance- and property-related documents for Clock Tower Realty. Ensure accuracy version-control regulatory and internal-audit readiness supporting the property-management and real-estate deal teams.
Key Responsibilities
Receive log track and archive incoming and outgoing documents (contracts leasing agreements closing documents property files).
Maintain version-control naming conventions and access permissions for all controlled documents.
Upload documents to the document management system (electronic repository) ensure correct indexing and metadata.
Distribute documents to appropriate stakeholders (legal finance property management brokers) and monitor acknowledgements or required sign-offs.
Monitor document life cycles: retention archiving purging where required under policy and regulation.
Work with compliance and audit teams to respond to document requests perform periodic document audits ensure document integrity and accessibility.
Support real-estate transactional workflows: ensure correct documentation is in place before deals are closed or properties are transferred.
Produce periodic reports on document-status (e.g. missing documents aging documents outstanding sign-offs).
Ensure confidentiality and data-protection standards are followed (especially given remote work).
Provide ad-hoc administrative support to the document-control function (e.g. scanning tagging creating folders assisting teams with document retrieval).
Required Skills & Qualifications
High school diploma or equivalent
Proven experience in document control or records management
Comfortable working remotely and independently: excellent organizational skills self-motivation ability to manage workload.
Strong attention to detail accuracy and version-control discipline.
Proficiency in Microsoft Office (Word Excel Outlook) and familiarity with document management systems (DMS) or electronic repositories.
Good communication skills both written and verbal to liaise with multiple internal stakeholders.
Ability to prioritize meet deadlines and work efficiently in a remote environment with minimal supervision.
Experience in real-estate property-management or related transactional industry preferred (but not always required).
Understanding of confidentiality regulatory compliance (e.g. records retention laws) an advantage.
Characteristics & Competencies
Methodical organized able to maintain order in a high-volume document environment.
Reliable trustworthy (handling sensitive documents).
Proactive (identifies missing documentation follows up).
Adaptable (remote environment possibly dealing with different systems).
Good team-player (though remote) and can communicate clearly with different departments.
Competitive base salary
Remote-work stipend or equipment reimbursement (e.g. for internet home-office setup)
Standard health benefits (medical dental vision)
Paid time off (annual leave sick leave public holidays)
Retirement/pension or provident fund contributions
Performance bonus or incentive program
Professional development support (training certifications in document/records management)
Flexible working hours / work-life balance considerations
Company-provided software/tools/access to remote-working platforms
Life insurance or disability cover
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