Tax Lien Admin Assistant — Job Description

Position summary

Title: Tax Lien Admin Assistant

Department: Portfolio Operations, Tax Lien Admin Team

Reports to: Tax Lien Admin Team Lead

Openings: 2

Type: Full-time

The Tax Lien Admin Assistant keeps the lien portfolio’s records accurate and its payments on time. The role records new liens, processes redemptions and subsequent tax payments, and handles the paperwork and county contact that each certificate needs from purchase to payoff. The team supports the Redemptions and Subsequent Taxes managers across a multi-state portfolio.

Key responsibilities

Lien records

• Record newly acquired tax liens and certificates in the portfolio system after each auction.

• Maintain complete lien documentation for every certificate, from purchase through payoff or deed.

• Maintain accurate portfolio records so the managers and Accounting work from the same data.

Redemptions

• Process redemptions as payments arrive, under the Redemptions Manager’s direction.

• Prepare redemption documentation and payoff paperwork.

• Document every redemption in the system the same day it is processed.

Subsequent taxes

• Track the subsequent tax calendar by state and county.

• Prepare and document subsequent tax payments for approval, under the Subsequent Taxes Manager’s direction.

Mail and county contact

• Manage mail intake: open, log, scan and route correspondence and checks within 24 hours.

• Coordinate communications with county treasurers and tax collectors as directed.

• Support general lien servicing requests from the managers.

Controls and boundaries

This role processes money, so it works inside these limits:

• Never reconciles transactions the admin team processed. Fund Accounting does the reconciliation.

• Never releases a redemption payout or subsequent tax payment alone. Every disbursement needs two approvals.

• Escalates any discrepancy between amounts received and amounts due to the Team Lead the same day.

Qualifications

Required

• High school diploma or equivalent.

• 1–2 years in an administrative, bookkeeping, title, escrow or real estate support role.

• High accuracy with numbers and documents; comfortable checking figures against source paperwork.

• Working skill in Excel or Google Sheets and email.

• Ability to manage deadlines across many accounts at once.

Preferred

• Experience with tax liens, tax deeds, property tax collection, mortgage servicing or title work.

• Familiarity with county treasurer or tax collector offices.

• Experience with a lien, loan or property records servicing system.

How success is measured

• New liens recorded within 5 business days of certificate receipt.

• Redemptions processed and documented within 2 business days of funds received.

• Zero missed mailed subsequent tax payment deadlines.

• Mail logged and routed the day it arrives.

• No reconciliation breaks traced to data entry.

Contact Brittney Chick-Reny at brittney.chick-reny@gondolapartners.com