ROW Database 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 the scope of work and guidance to ensure alignment with Percheron’s policies, procedures, and client expectations.
• Manage a high volume of daily requests with close attention to time-sensitive information, task deadlines, and the scheduling of overlapping activities to meet deadlines.
• Review and analyze title information, 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 incoming documents, upload them into the document management system, and enter data into appropriate database systems, noting how documents affect the project.
• Prepare and mail various letters, including 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 necessary reports under supervision for funding requests and/or transfer of final documents; confirm adherence to project instructions.
• Maintain title records, easement records, documents, forms, and multiple databases through data entry, manual filing, building files, and other applications; keep files organized and updated.
• Verify payment calculations.
• Assist the Project Manager with special projects as needed.
• Produce various reports for the Project Manager as requested.
• Coordinate mapping of all tracts with GIS and update tract status; familiar with KMZ and CAD sites and able to utilize line lists efficiently.
• Submit documents for recording to county recorder or clerk offices as dictated by project instructions and/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 perform QA/QC on 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 detail 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 based on project and overtime as warranted).
• 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.