Land Administrator

Position Overview:

• Gray Hawk Land Solutions is seeking a highly organized and detail-oriented Land Administrator / Document Control Specialist to support land acquisition and project development activities across a portfolio of energy and infrastructure projects.
• This is a remote position. This role is critical to ensuring the accuracy, integrity, and lifecycle management of all land-related agreements and records, while enabling development teams to efficiently secure and maintain site control.
• In addition, this position will play a key role in implementing and managing land systems and data infrastructure to support a growing development pipeline.

Key Responsibilities Land Documentation & Agreement Management Prepare, review, and populate lease option agreements, easements, and related land contracts Coordinate with internal teams and external legal counsel on Memoranda of Lease (MOLs) and other recordable instruments Assemble, distribute, and track execution packages, ensuring timely completion and accuracy Maintain strict version control and audit trails across all land agreements Document Control & Data Management Maintain and continuously update the master land and lease database, ensuring data accuracy and completeness Track parcel ownership, acreage, agreement status, and key obligations across project portfolios Implement and enforce document management best practices, including naming conventions, storage protocols, and access controls Serve as the central point of control for all executed land documents and metadata Land Systems Implementation & Management Lead or support implementation of land management systems (e.g., Pandell, Quorum, or similar platforms) Configure and maintain system fields, workflows, and reporting structures to align with development needs Migrate legacy data from spreadsheets and disparate sources into centralized systems, ensuring data integrity and consistency Develop and maintain standardized reporting dashboards (acreage secured, payment status, title status, etc.) Train internal users (landmen, development, accounting) on system usage and best practices Continuously improve system functionality and processes to support scalability and portfolio growth Landowner & Payment Administration Collect and verify landowner documentation, including:

• W-9s ACH/payment instructions Vesting deeds and ownership documentation Validate agreement terms (acreage, rates, payment triggers) prior to payment processing Coordinate closely with Accounting to ensure timely, accurate, and compliant payments Track option payments, renewals, and extension deadlines, ensuring no lapse in site control Recording & Title Coordination Coordinate recording of documents with county recorders and applicable jurisdictions Track recording status and confirm receipt of recording numbers and proper indexing Order and manage title reports and runsheets, ensuring timely delivery to stakeholders Track and help drive resolution of title curative items in coordination with landmen and legal Cross-Functional Support Partner closely with: Land acquisition team (landmen) Legal counsel Development and project management teams Accounting and finance Support project diligence efforts by ensuring clean, organized, and audit-ready land records Identify and implement process improvements to enhance efficiency, visibility, and risk mitigation Qualifications Experience 5+ years of experience in land administration, real estate, title, paralegal, or document control roles Experience supporting energy, infrastructure, or oil & gas development projects strongly preferred Demonstrated experience implementing or managing land systems (e.g., Pandell, Quorum, or similar) Technical Skills Strong proficiency in Microsoft Excel (data tracking, reconciliation, reporting) Experience with land management systems and document control platforms Working knowledge of: Land records and title documentation Legal instruments (leases, easements, memoranda) County recording processes Key Competencies Exceptional attention to detail and data accuracy Strong systems thinker with ability to design scalable workflows Ability to manage multiple projects and deadlines simultaneously Effective communicator across technical and non-technical teams Proactive, solutions-oriented mindset with strong ownership and accountability Education Bachelor’s degree in Business, Real Estate, Paralegal Studies, or related field preferred Powered by JazzHR