Data/Document Specialist

Coates Field Service Inc. is seeking a Data/Document Specialist with exceptional organizational skills and attention to detail. The position will be located in Tulsa, Oklahoma. The successful candidate will be have advanced computer literacy and be well-versed in database entry and reporting, cloud file sharing applications, and adept at producing accurate deliverables on short notice.

Overview of Duties:

• Prepares documents, letters, files, etc.
• Reviews and checks documentation for accuracy
• Scans land rights documents and posts location information to various systems
• Responsible for final internal quality control of easement documents and the filing of original documents in right of way records system
• Reviews legal documents to assure that all have been properly executed and notarized
• Understands ROW records and percentage of ownership under easement
• Review documents in an electronic environment
• Executes miscellaneous due diligence tasks on documents and databases, including investigating current landowner name and contact information, easement widths, location, rights, and other land rights documents
• Examines right of way files (containing easements, deeds, legal descriptions, permits, agreements, contracts, other documents, and correspondence relating to the property) in order to determine issues such as multiple line rights, assignability/abandonment clauses, lease terms, restrictions
• Analyzes documents in order to prepare database reports involving ownership information, status of acquisition processes, instructions to field crews, history of contacts between Right of Way Agents and landowners, payments made, damage settlements, property values, and other pertinent data
• Reviews, interprets, selects documents, and supervises scanning for permanent storage of right of way records
• Coordinates office activities with the Right of Way Supervisor, Right of Way Agents, and other field personnel, subcontractors, landowners, client, vendors, government agencies

Specialized Knowledge/Education Required:

• Knowledge of land and right of way acquisition processes and documentation
• Intermediate to advance computer literacy, comfortable operating in a digital documents environment
• Knowledge of proper legal document execution practices, such as what signatures are required for trusts, conservatorships, guardianships, estates, etc.
• Knowledge of due diligence review of right of way files and understanding of assignability and reversionary clauses, restrictions, fractional ownerships, lease payments and terms, abandonment clauses
• Ability to plot metes and bounds descriptions of property and read a variety of maps, electronic and paper
• Proficiency in Microsoft Access, Excel, Word, and Project or similar software programs in order to generate a variety of project reports in response to specific and varied queries

Who We Are:

Coates has a 76-year history providing comprehensive land acquisition and right of way services to municipalities, utilities, energy providers, and oil and gas companies nationwide. The first firm of its kind, we are widely recognized as a leader in the land and right of way acquisition industry. A national corporation, Coates has the depth of knowledge and the agility to respond to client needs in all 50 states. Coates is headquartered in Oklahoma City, Oklahoma, with regional offices located throughout the United States. It is our mission to provide professional, high-quality, cost-efficient land acquisition and right of way services our clients need, when and where they need us.

Coates is committed to rewarding the loyalty of the national team of Coates’ Employees. Coates hires the best candidates available for all positions, without regard to the individual's race, religion, or sexual preference or orientation. Coates is an Equal Opportunity Employer (EOE).

Coates offers a comprehensive and generous benefits package, including medical/dental, vision, STD/LTD, life insurance, paid time off, company paid holidays, and more!