Data/Document Specialist

Coates Field Service, Inc. is seeking a tech-savvy Data/Document Specialist for an in-house project-based position located in Topeka, Kansas. The successful candidate will work out of our client's office to support the daily operations. Previous experience in right of way land acquisition, legal document preparation, title research, and land database experience is highly preferred. 

*Per Diem Available.*

Primary Job Duties & Responsibilities: 

• Researches and creates ownership databases of property owners on project route.
• 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.
• Reviews title information and checks accuracy of legal descriptions against maps and survey exhibits.
• 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.
• Reviews, interprets, selects documents and supervises scanning for permanent storage of right of way records.
• Creates aerial maps (on in-house system) showing which easements apply to which properties, along with an overview map.
• Reviews incoming Ownership & Encumbrance Reports (CT's) for content, accuracy and completeness, as needed.
• Creates project "map books" for field agent's use in negotiations.
• Assembled acquisition folders with proper content for field agents.
• Processes project changes per Project Supervisor (tax cards, tract #’s, maps, project database, and line list). 
• Processes recorded documents into Content Manager.
• Maps new recorded easements and saves to project folder. 
• Updates database and structures numbers from KMZ files. 
• Prepares closed project folders for storage. 
• Gathers documents from various counties as needed. 
• Provides general support of research and document preparation for Project Supervisors and Field Agents.
• Coordinates field office activities with the Right of Way Supervisor, Right of Way Agents, field personnel, subcontractors, landowners, client, vendors, and government agencies.
• Other job duties and responsibilities as assigned. 

Knowledge, Skills, & Abilities: 

• Proficiency in Microsoft Office Suite Applications (Excel, Word, Outlook, etc.)
• Understanding of Geographic Information Systems (GIS) mapping software such as: Google Earth/Pro, Arc Map, etc. 
• Knowledge of cloud-based applications such as OneDrive or similar cloud based applications. 
• Knowledge of land and right of way acquisition processes and documentation.
• 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, and abandonment clauses.
• Ability to plot metes and bounds descriptions of property and read a variety of maps, both electronic and paper.

Who We Are:

Coates has a 72-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 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!