Document Specialist

About the role

The Document Specialist will be assigned to one or more projects and must have an understanding of right-of-way projects and solar operations, timelines, and project requirements.

Responsibilities

• Report to the Documents Supervisor (or, if not assigned, to the LAD Managing Director) who provides scope of work and guidance to ensure alignment with Percheron’s policies, procedures, and client expectations.
• Manage multiple daily requests with attention to time-sensitive information, task deadlines, and overlapping activities to meet deadlines.
• Review and analyze title information and documents, LTC, and title opinions; enter and maintain ownership data in multiple database systems.
• Review and understand right-of-way documents; maintain easement records and documents in various database systems.
• Prepare option/easement documents using approved templates and wording, ensuring compliance with project instructions and client or Project Manager approval.
• Scan, upload, and enter received documents into the document management system and appropriate databases, noting document impacts on the project.
• Prepare outgoing letters such as Introductory Letters, Survey Notification, Survey Permission, and Environmental Survey Notification.
• Perform QA/QC on documents created by other Document Specialists.
• Process option and easement packages and reports under supervision for funding requests or final document transfers, confirming adherence to project instructions.
• Maintain title records, easement records, documents, forms, and multiple databases through data entry, manual filing, and file organization.
• Verify payment calculations.
• Assist the Project Manager with special projects as needed.
• Produce requested reports for the Project Manager.
• Coordinate mapping of all tracts with GIS and update tract status; utilize KMZ and CAD sites and line lists efficiently.
• Submit documents for recording to county recorder or clerk offices as directed by project instructions or the Project Manager.
• Securely maintain all original documents and project data.
• Assist other business units or departments with special projects as requested.
• Perform other duties as assigned.

Requirements

• Ability to work independently and QA/QC others’ work with accuracy.
• Ability to plan and organize workload, adjust to changing priorities, and work well under pressure without supervision.
• Strong communication skills, attention to detail, and strong analytical skills.
• Proficiency with Microsoft Office Suite (Word and Excel).
• Database experience with Percheron’s NSite database and ability to learn client databases.
• Ability to work autonomously and collaborate fully as a team player.
• Ability to pay close attention to details and demonstrate good planning, organization, and time management skills.
• Ability to work in a team environment and willingness to assume additional or new responsibilities readily.
• Ability to maintain regular attendance per agreed schedule; may require adjusted schedules or overtime based on project needs.
• Ability to comply with applicable laws, regulations, and company policies and procedures.

Work Environment and Physical Demands

• Spends 100% of time in an office environment.
• Regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear.
• Occasionally required to stand, walk, and stoop, kneel, or crouch.
• Occasionally required to lift and/or move up to 25 pounds.
• Specific vision abilities include close vision, distance vision, color vision, and the ability to adjust focus.