Operations Specialist (Remote) at Snapdocs

About the Role

As an Operations Specialist on our Notary Connect team, you’ll play a key role in delivering a smooth, reliable signing experience for customers and notaries. You’ll manage signing orders from intake through completion, ensuring the right notary is assigned quickly, details are accurate, and any issues are resolved before they impact the transaction.

This role requires strong industry knowledge (mortgage, title, real estate, or notary) and the ability to balance speed, accuracy, and customer service within structured operational processes. If you’re detail-oriented, proactive, and thrive in a fast-paced environment, this is a high-impact position where your work directly affects customer satisfaction and transaction success.

What You’ll Do

Order Management

• Monitor and manage incoming signing orders.

• Review order details and special instructions for accuracy and completeness.

• Keep orders up to date as changes occur.

• Use sound judgment to anticipate and prevent potential issues or delays.

• Ensure orders move smoothly through each stage of the signing lifecycle.

Notary Assignment

• Oversee automated assignment of qualified notaries.

• Take manual action on hard-to-fill orders, including outreach and incentive adjustments when appropriate.

• Collaborate with customers to secure flexibility when needed.

• Meet performance targets related to assignment speed and fulfillment.

Communication & Stakeholder Support

• Respond promptly to inbound communications from customers and notaries.

• Provide clear, professional updates to ensure alignment across all parties.

• Escalate urgent matters appropriately and coordinate resolution efforts.

• Partner with internal Support and cross-functional teams on order-related inquiries.

• Complete follow-up actions when automated reminders are not fulfilled.

• Make outbound calls to quickly resolve time-sensitive issues.

Issue Resolution

• Identify risks early and intervene proactively to avoid delays.

• Troubleshoot common transaction issues and escalate when necessary.

• Route signing errors and corrections to the appropriate internal teams.

• Deliver a positive experience—even in high-pressure situations.

What You Bring

Minimum Qualifications

• High school diploma required

• 1–2 years of related customer service experience

• Strong written and verbal communication skills

• Ability to quickly learn new computer systems and tools

• Mortgage, Title, or Notary industry experience required

Knowledge, Skills & Competencies

• Empathetic and patient, especially when resolving problems

• Customer-service oriented with a natural drive to help others

• Curious, coachable, and open to feedback

• Able to multitask and self-manage in a fast-paced, evolving environment

• Highly detail-oriented

• Team-oriented and collaborative

Work Environment & Expectations

• Consistent and punctual attendance

• Ability to work overtime as assigned

• Comfortable working in a remote, quiet environment

• Reliable high-speed internet connection

• Ability to manage your schedule and proactively raise conflicts

• Professional participation in meetings and team collaboration

• Compliance with all company policies and procedures

Schedule

Shift:

• Monday–Friday, 1:30pm–10:00pm MST

Onboarding Schedule (First 2 Weeks):

• Monday–Friday, 9:00am–5:30pm MST

• Some flexibility may be available during onboarding

Compensation

We believe in being upfront about pay. The base hourly rate for this role is determined by your work location and falls into one of our geographic compensation zones:

Zone 1 (San Francisco Bay Area, Seattle Metro, New York City): $25.00 per hour

Zone 2 (All other U.S. locations): $22.00 per hour

In addition to base pay, this position includes equity and a comprehensive benefits package.