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Coates Field Service, Inc. · 1 month ago

Data/Document Specialist

Oklahoma City, OK, US

Full-time

Hybrid

New Grad, Entry Level

Coates Field Service, Inc. is seeking a highly motivated Data/Document Specialist for a position located in Oklahoma City, OK. The successful candidate will be responsible for data maintenance, analyzing legal documents, and creating easements and land acquisition documents while ensuring quality control in the documentation process.

Document ManagementProject ManagementReal Estate

Growth Opportunities

Responsibilities

Responsible for data maintenance in the project database, including generating accurate reports, bulk data manipulation, and dissemination

Analyzes legal documents to assure that all have been properly executed and notarized

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, and restrictions

Reads design plans/sketches to understand land rights needed

Reviews title information to create easements and other land acquisition documents accurately

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

Responsible for final internal quality control of easement documents and the filing of original documents in right of way records systems and county clerk electronic filing systems

Creates and processes large quantities of both inbound and outbound mail

Identifies concerns 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 field office activities with the Field Right of Way Supervisor, Right of Way Agents and other field personnel, subcontractors, landowners, client, vendors, government agencies

Qualification

Database entryLand acquisition knowledgeLegal document analysisMicrosoft Office SuiteGeographic Information SystemsCloud applications knowledgeReading title reportsUnderstanding design sketchesAttention to detail

Required

Experience in Microsoft Office Suite (Excel, Word, Outlook, etc.)

Ability to read title reports

General understanding of design sketches and legal descriptions

Knowledge of land and right of way acquisition processes and documentation, including the process of optioning land rights

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, etc

Understanding of Geographic Information Systems mapping software such as: Google Earth/Pro, Esri, etc

Knowledge of cloud-based applications such as OneDrive or similar cloud based applications

Meticulous attention to detail