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The Document Specialist owns the integrity, organization, and accuracy of right-of-way project files across the full project lifecycle — from line list development through construction. This role ensures that every easement, agreement, deed, and ownership record is correctly processed, tracked, recorded, and accessible, giving field teams, project managers, and clients a reliable source of truth at every stage of a project. This position will be in-office in Clarksburg, West Virginia. Per diem is available to those who qualify. Â
Core Responsibilities
• Manage, organize, and maintain all right-of-way project files from line list development through construction — easements, temporary workspace documents, real estate deeds, lease documents, and related ownership records.
• Review, process, and track land acquisition agreements, easements, and associated ROW documents in accordance with courthouse recording requirements and client standards.
• Maintain accurate line lists and enter data into client systems of record, including Irth Land Management and other land-management platforms.
• Scan, file, and organize documents into the correct electronic and physical records systems.
• Track deadlines, document status, and project milestones across multiple concurrent assignments.
• Build and maintain Excel-based tracking spreadsheets and reports, applying formula logic to streamline reporting.
• Coordinate with field agents, internal team members, and outside parties to keep projects moving smoothly.
• Maintain accurate records, reporting, and project-status documentation at all times.
• Represent Gray Hawk professionally in all client and partner interactions.
Success Metrics
• Independently processing and tracking documents, with accurate and current line lists.
• Tracking spreadsheets and reports established and maintained without gaps.
• Zero material recording or filing errors on processed documents.
• Project files consistently audit-ready and accessible on demand.
• Recognized by project managers and field teams as a reliable records owner across concurrent projects.
• Proactively identifies and flags discrepancies before they affect acquisition or construction.
Required Qualifications
• Minimum five (5) years of experience preparing and processing ROW acquisition and easement documents on right-of-way projects.
• Comprehensive understanding of all phases of a right-of-way project, from line list development through construction.
• Proven ability to review, interpret, and process land acquisition agreements, easements, and related title documents.
• Working knowledge of courthouse recording requirements for easements and other ROW instruments.
• Advanced Microsoft Office proficiency, particularly Excel (including formula and equation use) and Word.
• Strong database-entry skills with the ability to learn new systems quickly.
• Exceptional organization and attention to detail; manages multiple priorities without missing deadlines.
• Excellent written and verbal communication skills.
• Able to work independently with little to no supervision while remaining highly responsive and team-oriented. Â
• Paralegal experience is a plus.
Preferred Qualifications
• Experience with Irth Land Management software.
• Familiarity with ESRI GIS software.
• Background in oil & gas or energy transmission right-of-way.
• Experience with SharePoint and document-tracking systems.
Purpose
The Document Specialist owns the integrity, organization, and accuracy of right-of-way project files across the full project lifecycle — from line list development through construction. This role ensures that every easement, agreement, deed, and ownership record is correctly processed, tracked, recorded, and accessible, giving field teams, project managers, and clients a reliable source of truth at every stage of a project.
Core Responsibilities
• Manage, organize, and maintain all right-of-way project files from line list development through construction — easements, temporary workspace documents, real estate deeds, lease documents, and related ownership records.
• Review, process, and track land acquisition agreements, easements, and associated ROW documents in accordance with courthouse recording requirements and client standards.
• Maintain accurate line lists and enter data into client systems of record, including Irth Land Management and other land-management platforms.
• Scan, file, and organize documents into the correct electronic and physical records systems.
• Track deadlines, document status, and project milestones across multiple concurrent assignments.
• Build and maintain Excel-based tracking spreadsheets and reports, applying formula logic to streamline reporting.
• Coordinate with field agents, internal team members, and outside parties to keep projects moving smoothly.
• Maintain accurate records, reporting, and project-status documentation at all times.
• Represent Gray Hawk professionally in all client and partner interactions.
Success Metrics
• Independently processing and tracking documents, with accurate and current line lists.
• Tracking spreadsheets and reports established and maintained without gaps.
• No filing or recording backlog aging beyond [X] days.
• Zero material recording or filing errors on processed documents.
• Project files consistently audit-ready and accessible on demand.
• Recognized by project managers and field teams as a reliable records owner across concurrent projects.
• Proactively identifies and flags discrepancies before they affect acquisition or construction.
Required Qualifications
• Minimum five (5) years of experience preparing and processing ROW acquisition and easement documents on right-of-way projects.
• Comprehensive understanding of all phases of a right-of-way project, from line list development through construction.
• Proven ability to review, interpret, and process land acquisition agreements, easements, and related title documents.
• Working knowledge of courthouse recording requirements for easements and other ROW instruments.
• Advanced Microsoft Office proficiency, particularly Excel (including formula and equation use) and Word.
• Strong database-entry skills with the ability to learn new systems quickly.
• Exceptional organization and attention to detail; manages multiple priorities without missing deadlines.
• Excellent written and verbal communication skills.
• Able to work independently with little to no supervision while remaining highly responsive and team-oriented.
Preferred Qualifications
• Experience with Irth Land Management software.
• Familiarity with ESRI GIS software.
• Background in oil & gas or energy transmission right-of-way.
• Experience with SharePoint and document-tracking systems.
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