Right of Way Document Specialist

About the role

The Right of Way Document Specialist (DS) will assist the Right of Way Department/Section Manager on a variety of right of way projects of varying complexity. This position will act as a coordinator and project liaison to the project team throughout the project.

Responsibilities

• Maintain document control, manage databases and coordinate and track project activities and communications to ensure project goals are accomplished within the prescribed timeframe and budget parameters.
• Aid Project Managers and Project Leads in developing, monitoring, and maintaining project schedules and budgets on right of way projects.
• Support survey, right of way acquisition, and damage settlement during construction activities with reporting and document management.
• Communicate frequently with appropriate personnel to stay informed of project status.
• Create and update project status reports and GIS databases.
• Aid with project analysis and reporting as required.
• Provide status updates for each project and administer schedules and reports.
• Draft letters, develop offer packages, and conduct market data studies.
• Review and check documentation for accuracy and are responsible for final internal quality control of documents and the filing of original documents in the right of way records system.
• Prepare, review, track, mail, and maintain Right of Way acquisition documents.
• Schedule and coordinate project-related meetings, including preparation of agendas, minutes, and distribution of materials.
• Manage client correspondence, phone calls, and emails with professionalism and timely follow-up.
• Partner with Project Staff in day-to-day data entry, filing activities, and document creation including acquisition documents, line lists, and landowner files.
• Aid with administrative areas for projects and daily right of way management operations under the direction of the PM/SM/DM.
• Assist with project analysis and support to Right of Way Project Managers, Engineering, Project Management, Construction Management, and Project Leads.
• Aid with project controls efforts, including project cost reporting, scheduling, project work breakdown structure establishment, project set-up and closeout within the accounting system, and field progress tracking.
• Aid with the development of internal and external reports including, project budgeting, cost reports, project cash flow forecast, and project status reports to all stakeholders.
• Adhere to safety programs, trainings, and policies.

Requirements

• Ability to work collaboratively with others (Owner's, Contractors, Project Managers, Engineers and Designers) in a multi-discipline project team environment to resolve design or drawing issues as appropriate and to accomplish objectives.
• Primarily an office working environment.
• Must have the ability to use repetitive hand motion and the ability to grasp and type using general office equipment.
• Must be able to sit for long periods of time, talk, hear, walk and stand.
• Must be able to lift and or move up to 10 pounds.
• Travel to a client site may require traversing potentially ungraded ground, steps, ladders, etc.
• Requires the ability to collect and analyze information to make decisions.
• Must have the ability to exercise sound judgment and solve problems; the ability to organize and prioritize responsibilities; the ability to read and apply financial and quantitative analysis; the ability to articulate and speak in front of others; the ability to work under stressful situations, good cognitive skills, ability to maintain accuracy in work, and the ability to concentrate on more than one task at a time.
• Must have the ability to understand and apply written/verbal instructions and the ability to delegate instructions.
• Minimum of (3) three years of technical documentation experience within the Right of Way and/or Real Estate industry.
• Excellent written & verbal communication skills.
• Strong analytical and problem solving skills.
• Must have experience tracking, reporting, and analyzing data.
• Ability to thrive in a fast paced, demanding work environment, ability to work overtime on short notice, High proficiency using Microsoft Office.
• Experience Primavera Contract Manager or similar change management software is preferred.