Nationwide: Document Specialist / Administrative Land Specialist
Full Time/Part TimeTemporary Full Time
LocationVarious US
Job Description
This position is responsible for data management and document related activities on Right of Way projects. These duties include, setting up and maintaining all Right-of-Way files, preparation and reproduction of easements and other documents, and may also be responsible for data entry, if a project database is employed. This position answers directly to the Lead Administrative Land Specialist or Project Manager and may be required to work in close cooperation with Agents and Supervisors.
  • Creates and manages Right of Way and agent files.
  • Runs reports, scans documents and inserts data into computer applications.
  • May prepares and perform due diligence review of documents including easement/option agreements, and right of entry.
  • May assist Supervisor in setting weekly schedules for field agents and preparing and distributing weekly schedules for each agent, as well as compiling weekly schedule master list for Supervisor and posting daily agent field notes against the appropriate daily schedule in the master list.
  • May keep minutes of all internal meetings.
  • May be responsible for assisting the Supervisor in monitoring the daily accomplishment of designated tasks of all field agents assigned to all the projects handled from that office.
  • May research and prepare preliminary landowner lists for projects from online sources.
  • May research relevant information to assist Supervisor regarding project scopes and specific aspects of projects.
  • May make landowner contacts and follow-up as directed by Supervisor
  • May compose correspondence including letters and emails as directed by Supervisor.
  • Performs all project related duties requested by Supervisor involving Microsoft Office et al
  • Manages petty cash.
  • May be responsible for review of agent employee timesheets and activity notes.
  • Responds to all requests from regional CLS management office.
This position is responsible for working with all office or corporate staff, ensuring a healthy work environment and the satisfaction of all team members. Employee must be able to work effectively and professionally with project staff as well as client liaisons. Employee must maintain strict confidentiality of company information and company records.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Some college in a related field; or one or more years of experience in an applicable area (i.e. real estate, title abstracting, etc.)
  • A minimum of one to two years office experience. 
  • Strong general office skills including file management.
  • Well-developed communication skills (phone etiquette, grammar and personal interaction.)
  • Knowledge of pipeline, electric and/or utilities ROW records, administrative support documents and records a plus.
  • Must have a valid driver's license. 
  • Must maintain minimum automobile liability insurance in the amount of $100,000/$300,000/$100,000.


  • Requires excellent oral and written communication skills. 
  • Must be able to write clearly and concisely to prepare reports, specifications and correspondence.


  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, percentages and decimals.


  • Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form.
  • Ability to deal with problems involving several variables in standardized situations.

Other Skills & Abilities: 

  • Intermediate computer skills and familiarity with general PC operation.
  • Intermediate software skills with all Microsoft Office applications.
  • Ability to learn new computer programs rapidly.
  • Ability and willingness to move rapidly from place to place and meet timeline constraints.
  • Capacity to be flexible, multi-task and maintain a great attitude.
  • Ability to be a team player.