Data/Document Specialist

Coates Field Service, Inc.; Oklahoma City (OK); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Coates Field Service, Inc. in Oklahoma City seeks a Data/Document Specialist to support the Centralized Operations Center.

The role emphasizes data maintenance, reporting, and handling easement and land acquisition documents with accuracy and speed. The successful candidate will have advanced computer skills, experience with Microsoft Office, cloud storage (OneDrive), and the ability to read title reports and interpret design plans for timely deliverables.

Qualifications

• Data entry and reporting experience with advanced computer skills.
• Ability to read title reports and understand design plans.
• Experience with Microsoft Office Suite (Excel, Word, Outlook).
• Familiarity with right of way processes and land documents.

Responsibilities

• Data maintenance in the project database, generating reports and bulk data manipulation.
• Analyze legal documents to ensure proper execution and notarization.
• Examine right of way files for issues like assignability and terms.
• Read design plans to understand land rights needed.
• Review title information to create easements and land documents.
• Produce database reports on ownership and acquisition status.

Education

Undergraduate degree in business, communications, or related field

Tools

Microsoft Office Suite

OneDrive

Job description

Coates Field Service, Inc is seeking a highly motivated Data/Document Specialist for a position located in our Oklahoma City, OK Centralized Operations Center. The successful candidate will have advanced computer skills and be well‑versed in database entry and reporting, cloud file sharing applications, easement, and land acquisition documents, understanding and applying the basics of surface title reports, reading and interpreting design plans, and producing accurate deliverables on short notice. This full‑time position will report to our Centralized Operations in Oklahoma City, OK.

This position has the potential for a hybrid remote and on‑site work schedule, with initial training in person at our office. Local candidates are encouraged to apply.

Primary Job Duties & Responsibilities

• Responsible for data maintenance in the project database, including generating accurate reports, bulk data manipulation, and dissemination
• Analyzes legal documents to assure that all have been properly executed and notarized
• 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, and restrictions
• Reads design plans/sketches to understand land rights needed
• Reviews title information to create easements and other land acquisition documents accurately
• 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
• Responsible for final internal quality control of easement documents and the filing of original documents in right of way records systems and county clerk electronic filing systems
• Creates and processes large quantities of both inbound and outbound mail
• Identifies concerns with title information and refers these to appropriate client representative and/or legal counsel
• Reviews, interprets, selects documents, and supervises scanning for permanent storage of right of way records
• Coordinates field office activities with the Field Right of Way Supervisor, Right of Way Agents and other field personnel, subcontractors, landowners, client, vendors, government agencies
• Undergraduate degree in business, communications, or related field (preferred)
• Experience in Microsoft Office Suite (Excel, Word, Outlook, etc.)
• Ability to read title reports
• General understanding of design sketches and legal descriptions

Specialized knowledge/education required

• Knowledge of land and right of way acquisition processes and documentation, including the process of optioning land rights
• 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, etc.
• Understanding of Geographic Information Systems mapping software such as: Google Earth/Pro, Esri, etc. beneficial
• Knowledge of cloud‑based applications such as OneDrive or similar cloud based applications
• Meticulous attention to detail

Data/Document Specialists typically are attorneys, paralegals, experienced land technicians, college graduates with degrees in business, communications, or related fields, land‑men or former right of way and land professionals employed by pipeline, power or communication companies, engineering firms or government agencies specializing in land development. They also have additional training in database and land management software systems and applicable courses provided by the International Right of Way Association. Document Specialists must be confident in making decisions based on their combined knowledge and education.

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!