Administrative Specialist, Land Support

About the role

The Administrative Specialist, Land Support provides operational, analytical, and high‑level administrative support to the Land organization and senior leadership. This role supports reporting, initiatives, executive coordination, and process improvement while proactively organizing workflows and promoting a culture of continuous improvement. The ideal candidate is highly organized, professional, analytical, and comfortable operating in a fast‑paced environment.

Responsibilities

• Provide advanced administrative and operational support to the department and senior leaders as required.
• Coordinate the timely execution, routing, notarization, mailing, tracking, and filing of land-related documents, including agreements, easements, leases, memoranda, and correspondence.
• Coordinate payments to landowners, including preparing check requests, gathering required backup documentation, tracking payment status, and following up on pending items.
• Code, process, track, and support timely payment of vendor invoices in accordance with company procedures and approval requirements.
• Maintain electronic and physical filing systems in accordance with company records management procedures.
• Assist with data entry, document tracking, project logs, mailing lists, and departmental reporting.
• Coordinate meetings, calendars, conference rooms, travel arrangements, expense reports, and team communications.
• Help organize land files for audits, acquisitions, divestitures, due diligence, or records clean-up projects.
• Communicate professionally with internal departments, landowners, vendors, contractors, and external business partners.

Proactively keep the team organized and promote a culture of continuous improvement across the Land Department. Identify opportunities to improve processes, communication, and administrative efficiency.

Requirements

• Cleared criminal history (background), satisfactory reference checks, and compliance with company drug and alcohol policies.
• This position is not eligible for employment‑based visa sponsorship.
• Applicants must be authorized to work in the U.S.

Qualifications

• Minimum of 5–10 years of experience in administrative support, executive support, or administrative roles supporting senior leadership.
• Industry experience (e.g., Oil & Gas or corporate operations) preferred.
• A high school diploma or GED is required.
• An associate degree or related specialized/technical training is preferred.

Skills

• Personable, self‑managed team player who proactively identifies and meets departmental needs.
• Strong multitasking, problem‑solving, and time‑management skills with the ability to manage high‑volume workloads.
• Excellent organizational skills with strong attention to detail and flexibility to handle shifting priorities and deadlines.
• Outstanding written and verbal communication skills, including proofreading, grammar, and editing accuracy.
• Ability to perform under pressure and execute with a high degree of professionalism.
• Comfortable interacting with all levels of the organization, including senior executives and external stakeholders.
• High standard of personal integrity supported by open and honest communication.
• Professional presence