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 database and generate documents as required by the right of way procedure for the project.
• Ensure that the Land files are kept in accordance with the Land Procedure; oversee all Land administration.
• Other duties may be assigned and may vary according to project scope and the right of way procedure for the project.
• Ensure that all right of way data is being input into the database correctly.
• Responsible for 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 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, ensure 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 project Safety Plan.
• This position will report to a land manager or director.

• Bachelor’s degree in real property related field preferred, completed training by an authorized real estate company, training courses offered by the IRWA, or paralegal certification is a plus.

Professional

Experience:

• Multiple years of experience as a document specialist
• Title experience, or ability to read / understand title documents
• Exceptional database, spreadsheet, and document generation experience. Major project experience in a multistate environment preferred. Previous supervisory experience a plus.
• High degree of proficiency in PC operation, including spreadsheet and word processing. Experience in database software programs
• Ability to demonstrate initiative and assertiveness, the ability to plan and manage work in an efficient manner, and the ability to work well under stress and time pressures.
• Must possess competent knowledge and skills in land descriptions and terminology, easements, and a variety of conveyance documents.
• Practical experience in the application, modification and adaptation of standards, techniques

• Must be detail oriented and have excellent oral and written communication skills.
• Must be highly organized, and experienced in working in a highly collaborative team…