Data/Document Specialist

Coates Field Service, Inc is seeking a motivated Data/Document Specialist for a position located in Topeka, KS. The successful candidatewill be required to come in office 5 daysa week as they will be going through physical site files, comparing them to the digital files, and scanning in what needs to be digitalized. The candidate will have have advanced computer skills and be well-versed in database entry and reporting, and cloud file experience.

This position is on-site work schedule (no remote work allowed). Short term project. Local candidates are encouraged to apply.

Primary Job Duties & 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

- 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

- 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

- Other duties as assigned

Minimum Requirements:

- Undergraduate degree in business, communications, or related field (preferred)

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

- Strongly understand legal descriptions

- Maintain daily spreadsheets on progress of exhibits between two groups

- Ability to read title reports

- General understanding of design sketches and legal descriptions

Specialized knowledge/education required:

- 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. beneficial

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

- Meticulous attention to detail, ability to multitask, communicate instructions to field crews and work in an office environment

Who We Are:

Coates has a 75-year history providing comprehensive land acquisition and right of way services to municipalities, utilities, energy providers, and oil and gas companies nationwide. The first firm of its kind, we are widely recognized as a leader in the land and right of way acquisition industry. A national corporation, Coates has the depth of knowledge and the agility to respond to client needs in all 50 states. Coates is headquartered in Oklahoma City, Oklahoma, with regional offices located throughout the United States. It is our mission to provide professional, high-quality, cost-efficient land acquisition and right of way services our clients need, when and where they need us.

Coates is committed to rewarding the loyalty of the national team of Coates’ Employees. Coates hires the best candidates available for all positions, without regard to the individual's race, religion, or sexual preference or orientation. Coates is an Equal Opportunity Employer (EOE).

Coates offers a comprehensive and generous benefits package, including medical/dental, vision, STD/LTD, life insurance, paid time off, company paid holidays, and more!