Land Records Management Specialist

About the Role

Plains is an industry-leading transportation and midstream provider specializing in transportation, storage, processing, and marketing solutions for crude oil. We own an extensive network of pipeline transportation, terminalling, storage, and gathering assets in key oil-producing basins and transportation corridors and at major market hubs in the United States and Canada. Headquartered in Houston, Texas, we are seeking a passionate self-starter to join our team as a Land Records Management Specialist within our Land Records group.

Responsibilities

• Process, organize, and maintain systems for land records file storage, including security and access.
• Drive utilization of document management systems and associated processes.
• Ensure all documents are properly stored and organized.
• Implement procedures for compliance with document retention and destruction schedules.
• Track file locations and maintain chain of custody records.
• Print and distribute documents as requested.
• Collaborate with internal stakeholders and third parties to ensure compliance with document control requirements.
• Manage file numbering and barcode processes.
• Maintain inventory of records and file supplies.
• Order file supplies (e.g., file folders).
• Run regular reports of missing files.
• Request copies of documents from county records, state agencies, etc.
• Send documents to county clerk offices for recording.
• Assist with file migrations, audits, and document security.
• Help maintain privacy and confidentiality of records.
• Perform other document control activities and administrative tasks as required.

Qualifications

• Highly organized, detail-oriented, with a strong ability to create and manage processes.
• Proficiency with MS Office 365 (Word, Excel, PowerPoint, SharePoint).
• Excellent computer skills, including experience with mapping software (ArcGIS, Google Earth, Deed Plotter Software).
• Strong interpersonal and communication skills (written and verbal).
• Ability to work under deadlines and manage multiple projects.
• Ability to work in a fast-paced team environment.
• Goal-oriented with a sense of urgency and drive.
• Adaptable to new technologies, workflows, and processes.

Requirements

• High school diploma or GED required.
• Associate degree or related specialized/technical training preferred.
• 2+ years of related experience in document management and report development.
• Credentials as a Certified Records Manager, Records Analyst, or Information Governance Professional are a plus.
• Cleared criminal history and satisfactory reference checks.
• Compliance with the Company’s drug and alcohol policy, including pre-employment testing.
• Authorization to work in the U.S. without sponsorship.

This position is based in Houston, Texas.