Document Specialist

Overview

We are seeking a highly skilled Right of Way Document Specialist to join our team. The ideal candidate will have a strong background in right of way title experience and a proven track record in handling land database technology. This role requires meticulous attention to detail, excellent organizational skills, and the ability to thrive in a collaborative team environment. This position will be working across multiple TRC projects, closely with TRC's land management team.

• Work across multiple TRC land projects, as well as with the land management team across various administrative support needs.
• Manage the database and generate documents as required by the right of way procedure for the project.
• Ensure that Land files are kept in accordance with the Land Procedure and oversee all Land administration.
• Perform other duties that may be assigned and vary according to project scope and the right of way procedure.
• Enter all right of way data into the database accurately.
• Ensure the accuracy of all right of way data exports and reports generated from the database.
• Assist the Manager in producing land acquisition cost totals and forecasts for the project when required.
• Produce reports from the database as requested.
• Work closely with project personnel and the Land Manager to assess the accuracy, efficiency, and effectiveness of reports.
• Ensure that all tasks follow the approved Project Procedures.
• Assemble and maintain right of way tract files according to the approved Project Procedures.
• Maintain electronic copies of landowner documents as required by the approved Project Procedures.
• Oversee and assist in the preparation of all acquisition packages prior to issuing to Land Agents.
• Review all executed documents for accuracy.
• Review payments for easements and damages.
• Prepare ownership, survey permission, and construction line lists.
• Prepare releases and subordinations for mortgages and liens when required by the approved Project Procedures.
• Assist in landowner mail outs and track registered and certified mail receipts.
• Record executed documents in the appropriate county after approval by Manager or Supervisor.
• Administer line list reports, survey restrictions reports, and construction restrictions reports.
• Review completed files for execution by all parties in interest, check for proper notarizations, assure all supporting forms have been properly executed, transfer all original documentation to office file, and send all required instruments for recording.
• Review tract files for completeness and compliance with the approved Project Procedures.
• Review each condemnation file for completeness and transmit to Manager.
• Arrange for transfer of hardcopy tract files to client at project completion.
• Support the administrative needs of the land management team.
• Adhere to the project Safety Plan.
• Report to a land manager or director.

• Bachelor's degree in a real‑property related field preferred; completed training by an authorized real estate company, IRWA training courses, or paralegal certification is a plus.
• Professional
  
  Experience:
  • Multiple years as a document specialist.
  • Title experience or ability to read and understand title documents.
  • Exceptional database, spreadsheet, and document‑generation experience; major multistate project experience preferred; previous supervisory experience is a plus.
  • High proficiency in PC operation, including spreadsheet and word processing; experience with database software.
  • Ability to demonstrate initiative, plan and manage work efficiently, and work well under stress and time pressures.
  • Competent knowledge of land descriptions and terminology, easements, and conveyance documents.
  • Practical experience in applying, modifying, and adapting standards and techniques.
• Communication
  
  Skills:
  • Detail oriented with excellent oral and written communication skills.
  • Highly organized and experienced in working in a highly collaborative team environment.
• People
  
  Skills:
  • Commitment to customer satisfaction and team‑oriented work.
  • Experience working in fast‑paced environments.
  • Highly adaptable to changing priorities.
  • Physical, Environmental, and Mental Requirements:
    • Ability to lift and/or move up…