Document Specialist

Overview

Universal Field Services is hiring a Document Specialist in Ohio. This is a full‑time, in‑office position supporting right‑of‑way documentation, title review, and project coordination!

This position is responsible for setting up and maintaining all right-of-way files and reviewing ownership of properties; preparing documents required for the acquisition of easements, fee title, permits and other right of way related documents and reproduction of easements and other documents created for the project by performing the essential duties described herein. This person must also possess knowledge of land title as well as excellent written, communication and computer skills.

This person is responsible for data entry into a project database (if used).

Core duties and responsibilities include the following. Other duties may be assigned.

• Create and maintain project files.
• Enters project information into project database.
• Run queries and reports from database, as requested.
• Prepare and track all documents through the execution and recording process.
• Prepare parcel files for condemnation process, as needed.
• Review title work and prepare title reports.
• Providing assigned TEAM support for Weekly Report and Conference call.
• Pool assignment of Lead and Agent requests, which can include, preparing and mailing ALL notifications, preparing ALL required documents for Agent delivery and negotiation.
• Document Research, ROW Review processing support or any additional requests that might need attention or priority support. Request should be sent to Supervisor for delegation.
• Review check requests upon Agent processing for accuracy and submittal, assist in creating check requests if the need arises.
• Update PETE schedule tab to reflect the weekly report percentage of projects with completion status.
• Review and compare projects on weekly report to PETE to determine changes if any.
• Revise/update the Active Line List with any pertinent information.
• Communicate the need for ACQ WA’s and completion of an ACQ WA when acquisition is in process.
• Review payroll for assigned TEAM.
• Communicate with assigned Agents and Leads pertaining to any known project updates/revision during the conference call every Thursday or when the need arises.
• Notification tracking: document notification mail-out dates.
• Organize and maintain all TEAMs folders per team assignment.
• ROW Review/Line List finalization and notify of completion.
• Transfer of older ROW Review/Line List to current template.
• Keep log of assigned task; indicate date assigned and date of completion.
• Be available and open to any additional requests that would require a team effort for completion.
• Ability and flexibility to work in cooperation with all those assigned to the project.
• Reports to Project Manager, Right of Way Supervisor or Document/Database Supervisor, as applicable.