Coates Field Service, Inc

Data/Document Specialist

Data/Document Specialist
Notice info
LocationTopeka, KS
Job Typefull time
On-site
Oil and Gas

About This Job

Coates Field Service, Inc is seeking a motivated Data/Document Specialist for a position located in Topeka, KS. The successful candidatewill have advanced computer skills and be well-versed in database entry and reporting, cloud file sharing applications, easement, and land acquisition documents, understanding and applying the basics of surface title reports, reading and interpreting design plans, and producing accurate deliverables on short notice.

This position is on-site work schedule. 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
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
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!

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