Right-of-Way Records Specialist

This Opportunity

The Administrative/Right-of-Way (ROW) Records Specialist provides essential data management and administrative support for ROW and real estate acquisition projects, primarily serving electric transmission and substation development for utility clients. Reporting to the ROW Program Manager/Project manager or ROW Supervisor/Assistant Project Manager, this position collaborates with Supervisors, Abstractors, Agents, and Coordinators to ensure accurate document control, data integrity, and compliance with ROW procedures and technical guidelines.

Candidates can sit out of Lexington or Louisville, KY offices.
This opportunity has multiple openings.

• Records & Document Management
• Set up, organize, and maintain right-of-way project files, including landowner records, acquisition documents, and field notes.
• Prepare and produce legal documents such as easements, transmittals, and letters using mail merge and data merge tools.
• Review legal documents for completeness, proper execution, and notarization before recording with the appropriate county offices.

• Input and maintain accurate project data in internal tracking systems.
• Generate project reports detailing acquisition status, landowner interactions, payment records, damage settlements, and other key project metrics.
• Maintain real-time records of project progress and support report generation for internal and client stakeholders.

• Assist in preparing and distributing correspondence to landowners or their representatives regarding the acquisition of rights for transmission or distribution facility projects.
• Coordinate with ROW Agents and field teams to provide data and document support as needed.
• Support the distribution of maps, property records, and other project materials.

• Provide general administrative support, including preparation of memos, charts, presentations, schedules, and budget summaries using Microsoft Office tools.
• Maintain organized project working files and ensure consistency in recordkeeping across projects.
• Record ROW documents with local or county government offices, as required.

• Ensure all records management practices adhere to client expectations and guidelines.
• Support quality control of data and documents to minimize risk and ensure project compliance.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); experience with mail merge and document formatting is essential.
• Familiarity with GIS mapping tools such as Google Earth or Esri is preferred.
• Experience with right-of-way or land acquisition projects in a utility or infrastructure environment is highly desirable.
• Knowledge of land records, public recording processes, and title-related documentation is an advantage.

• Strong attention to detail and organizational skills.
• Ability to handle multiple priorities and meet project deadlines.
• Excellent communication and interpersonal skills.
• Self-motivated with the ability to work both independently and as part of a team.
• Ability to assume additional administrative or clerical duties as needed.
• Willingness to work in a fast-paced, data-driven project environment.