Title Examiner – AOH & Probate Specialist

About Us

Spartan Title is a full-service title company specializing in complex single-family residential investment closings, including transactions involving heirship affidavits, probates, conservatorships, foreclosures, and liens. We deliver efficient, transparent service powered by advanced technology, giving clients real-time access to track their transactions. Spartan proudly serves investors, agents, lenders, and more, embodying a commitment to resilience, speed, and precision in every real estate investment closing.

Position Overview

The Title Examiner – AOH & Probate Specialist examines title on properties where the record owner is deceased and clears the path to closing. This role owns Affidavit of Heirship (AOH) preparation and probate review from first identification of a deceased owner through a clean, insurable title commitment.

The examiner researches and analyzes property records, determines who holds title and who has authority to convey, prepares and reviews heirship and probate documentation, and resolves curative requirements before closing. The role demands a meticulous eye for detail, strong knowledge of estate and title law, and the ability to solve complex ownership problems in a high-volume, deadline-driven environment.

Key Responsibilities

• Affidavits of Heirship (AOH)
• Review title commitments, deeds, and recorded documents to identify deceased owners and potential heirship issues in the chain of title.
• Research property ownership and public records to identify deceased owners and all potential heirs.
• Obtain and review death certificates, family information, and supporting documentation.
• Verify family history, including marital history, spouses, children (including adopted and predeceased children), and other relevant heirship facts.
• Prepare Affidavits of Heirship for execution by appropriate disinterested witnesses, in compliance with state law and underwriting guidelines.
• Coordinate with customers, sellers, heirs, attorneys, and witnesses to obtain required information, joinders, and signatures.
• Review completed affidavits for accuracy, completeness, and proper execution, and confirm recording requirements are met.
• Determine vesting based on heirship findings and update the title commitment accordingly.
• Identify discrepancies or unresolved heirship questions and escalate to underwriting when necessary.
• Probate Review
• Review probate court records and estate documentation involving deceased property owners.
• Examine Letters Testamentary, Letters of Administration, Orders of Distribution, Wills, and other applicable probate documents.
• Determine whether an estate has been opened, remains active, or has been closed.
• Identify the appointed personal representative, executor, or administrator and determine their authority to convey property.
• Review court orders to determine whether additional court approval or documentation is required to sell or convey.
• Research probate proceedings and obtain certified copies of necessary court documents.
• Determine whether probate documentation satisfies applicable state and underwriting requirements, and recommend the curative path (AOH, probate, or other) when no estate has been opened.
• Prepare detailed probate review summaries outlining findings, requirements, and potential title concerns.
• Escalate complex probate matters or legal interpretation questions to underwriting or legal counsel.
• Title Examination and Curative
• Review and analyze title searches, public records, legal descriptions, plats, and surveys to determine ownership, encumbrances, and title defects.
• Prepare accurate title commitments and final policies in compliance with state law, underwriting guidelines, and company standards, with heirship and probate requirements clearly stated.
• Identify and resolve defects such as liens, judgments, unreleased mortgages, and complex ownership issues.
• Interpret and apply state laws, court rulings, and underwriter guidelines relevant to title conveyance and estate transfers.
• Review property surveys to identify potential impacts on insurability and update commitments as needed.
• Examine entity documents, trust agreements, divorce decrees, and other legal instruments to determine curative steps.
• Communication, Tracking, and Compliance
• Clearly communicate title, heirship, and probate requirements and exceptions to escrow officers, clients, agents, attorneys, and underwriting.
• Collaborate with underwriters, escrow officers, and internal teams to troubleshoot and resolve title issues promptly.
• Track outstanding documentation and follow up to ensure timely completion before closing.
• Maintain organized electronic files and document all communication.
• Ensure all title documentation is accurate, complete, compliant, and delivered within established timelines.

Qualifications

• 5+ years of real estate experience in title examination, curative, or escrow roles.
• Demonstrated experience preparing or reviewing Affidavits of Heirship and probate documentation.
• Familiarity with probate court documents, estate proceedings, and authority to convey.
• Strong working knowledge of deeds, public records, and legal documents affecting title to real property.
• Proven ability to analyze and resolve complex title defects, including heirship and vesting issues.
• Familiarity with state-specific title and estate laws and underwriting practices.
• Strong research and investigative skills, including genealogical and public-records research.
• Proficiency with title production software and research tools; experience with Qualia, or Salesforce preferred.
• Excellent problem-solving, analytical, and organizational skills.
• Strong verbal and written communication abilities, with a collaborative approach when working with heirs, attorneys, and underwriting.
• Ability to work independently and efficiently manage multiple files under tight deadlines in a high-volume environment.

Benefits

Benefits & Perks

• Medical, dental, and vision insurance coverage.
• Short-term disability and options for supplemental coverage.
• 401(k) plan with employer match.
• Flexible PTO policy.
• Remote work environment.