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Data / Document Specialist

Coates is seeking a highly-motivated Data/Document Specialist with exceptional organizational skills and attention to detail is required near Fairfield, Texas. The successful candidate can prioritize constantly changing requirements related to matters of high confidentiality. The successful candidate will be have advanced computer literacy and be well-versed in database entry and reporting, cloud file sharing applications, and adept at producing accurate deliverables on short notice.

Local Candidates Preferred.

Overview of Duties:

  • Prepares documents, letters, files, etc.
  • Reviews and checks documentation for accuracy
  • Scans land rights documents and posts location information to various systems
  • Responsible for final internal quality control of easement documents and the filing of original documents in right of way records system
  • Reviews legal documents to assure that all have been properly executed and notarized
  • Understands ROW records and percentage of ownership under easement
  • Review documents in an electronic environment
  • Executes miscellaneous due diligence tasks on documents and databases, including investigating current landowner name and contact information, easement widths, location, rights, and other land rights documents
  • Examines right of way files (containing easements, deeds, legal descriptions, permits, agreements, contracts, other documents, and correspondence relating to the property) in order to determine issues such as multiple line rights, assignability/abandonment clauses, lease terms, restrictions
  • Analyzes documents in order to prepare database reports involving ownership information, status of acquisition processes, instructions to field crews, history of contacts between Right of Way Agents and landowners, payments made, damage settlements, property values, and other pertinent data
  • Identifies problems with title information and refers these to appropriate client representative and/or legal counsel
  • Reviews, interprets, selects documents, and supervises scanning for permanent storage of right of way records
  • Coordinates office activities with the Right of Way Supervisor, Right of Way Agents, and other field personnel, subcontractors, landowners, client, vendors, government agencies

Specialized knowledge/education required:

  • Knowledge of land and right of way acquisition processes and documentation
  • Intermediate to advance computer literacy, comfortable operating in a digital documents environment
  • Knowledge of proper legal document execution practices, such as what signatures are required for trusts, conservatorships, guardianships, estates, etc.
  • Knowledge of due diligence review of right of way files and understanding of assignability and reversionary clauses, restrictions, fractional ownerships, lease payments and terms, abandonment clauses
  • Ability to plot metes and bounds descriptions of property and read a variety of maps, electronic and paper
  • Proficiency in Microsoft Access, Excel, Word, and Project or similar software programs in order to generate a variety of project reports in response to specific and varied queries

Data/Document Specialists typically are attorneys, paralegals, college graduates with degrees in business, communications or related fields, landmen, or former right of way and land professionals employed by pipeline, power, or communication companies, engineering firms, or government agencies specializing in land development. They also have additional training in database and land management software systems and applicable courses provided by the International Right of Way Association. Document Specialiists must be confident in making decisions based on their combined knowledge and education.

Women, minorities, and veterans are encouraged to apply. Coates is an EOE.


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