Job Overview
Location
USA, Florida, St Augustine
Job Type
Full-time
Category
HR & Recruiting
Date Posted
March 25, 2026
Full Job Description
đź“‹ Description
- • As an Exchange Assistant (Remote EST) at First American Financial Corporation, you will play a vital role in supporting Exchange Officers to ensure the seamless execution of 1031 tax-deferred exchanges, directly contributing to client satisfaction and the integrity of complex commercial real estate transactions across multiple states.
- • You will handle the full lifecycle of exchange files—from opening and processing to closing—by managing documentation, monitoring critical timelines, handling financial transactions, and providing responsive customer service, all while adhering to strict regulatory and company accounting policies in a remote-first environment.
- • You will join National Commercial Services, a trusted division of First American Financial Corporation—a Fortune 100 Best Companies to Work For® honoree for ten consecutive years—where a people-first culture drives innovation, inclusion, and long-term career growth in a stable, industry-leading organization.
- • You will develop deep expertise in 1031 exchange rules and real estate transaction processes, gaining valuable, transferable skills in compliance, client relations, and financial administration that position you for advancement within First American’s expansive network of title, escrow, and commercial services divisions.
- • Develop proficiency in 1031 rules and ability to answer customer questions regarding relinquished and replacement property requirements, timelines, and documentation.
- • Handle inquiry calls from clients, attorneys, agents, and title professionals with professionalism and accuracy, serving as the first point of contact for exchange-related questions.
- • Review purchase agreements and title reports to identify key details, verify property information, and ensure alignment with exchange objectives before documentation preparation.
- • Prepare exchange documentation for both relinquished and replacement property closings, including agreements, assignments, notices, and disbursement instructions, ensuring completeness and compliance.
- • Monitor time deadlines and closing dates rigorously using internal tracking systems to prevent disqualification of exchanges due to missed 45- or 180-day windows.
- • Handle all accounting for exchange files, including tracking deposits, disbursements, fee accruals, and reconciling funds in accordance with company accounting policy and IRS 1031 regulations.
- • Manage the exchange process in a timely manner by coordinating with internal teams (title, escrow, accounting) and external parties to keep transactions moving smoothly toward closing.
- • Review estimated closing statements for approval, verifying that all costs, credits, and proceeds are correctly allocated per exchange rules.
- • Handle acceptance and disbursement of funds in strict accordance with 1031 rules, ensuring qualified intermediary protocols are followed to preserve tax deferral status.
- • Collect fee income and final signed documentation from all parties, maintaining organized files and ensuring all closing conditions are met before fund release.
- • Perform any other duties requested by the Exchange Officer to support file management, including preparing reports, updating statuses, or assisting with file audits.
- • Trouble shoot and resolve customer issues promptly, escalating complex matters when necessary while maintaining a high standard of service and client trust.
- • Follow up with existing and potential clients to nurture relationships, identify referral opportunities, and support business development efforts in coordination with sales and management teams.
- • Cooperate with Exchange Officers, managers, and sales representatives to share insights, support marketing initiatives, and contribute to team goals for client acquisition and retention.
- • Establish effective working relationships at the work group level through clear communication, reliability, and collaboration, fostering a supportive remote team environment.
- • Apply working knowledge of fundamental concepts, practices, and procedures of the exchange and title/escrow industry to perform tasks with accuracy and confidence.
- • Demonstrate good verbal and written communication skills in all interactions—email, phone, and documentation—to ensure clarity, professionalism, and compliance.
- • Maintain a full-time remote schedule (U.S.-based) from 8:00 AM to 5:00 PM ET, with flexibility to adapt to varying time zones and client needs across the country.
🎯 Requirements
- • High school diploma or equivalent
- • 1-3 years of administrative experience, preferably in escrow, title, real estate, or financial services
- • Fluency in Spanish is highly preferred
🏖️ Benefits
- • Comprehensive benefits package including medical, dental, and vision insurance
- • 401(k) retirement plan with company match
- • Paid time off (PTO) and paid sick leave
- • Employee stock purchase plan (ESPP)
- • Inclusive, people-first culture recognized as a Fortune 100 Best Company to Work For® for ten consecutive years
- • Fully remote role with stable hours (8:00 AM – 5:00 PM ET) and no commute
Skills & Technologies
Remote
About First American Financial Corporation
First American Financial Corporation provides title insurance, settlement services, and risk solutions for real estate transactions in the United States and abroad. The company offers title insurance policies, escrow and closing services, tax monitoring, home warranty products, and data and analytics for lenders, servicers, investors, and government-sponsored enterprises. Its segments include title insurance and services, specialty insurance, and corporate operations. Founded in 1889 and headquartered in Santa Ana, California, First American supports residential and commercial property transactions through a network of agents and direct operations.
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