Document Specialist

TRC Companies, Inc.; Dickinson (ND); On-site; USD 37,195 - 46,838; Full time

Benefits offered by this job

Medical, dental, vision, and disability insurance

401k package with company match

Paid time off and holidays

Job summary

TRC Companies, Inc. is looking for a Right of Way Document Specialist in Dickinson, North Dakota. The ideal candidate will manage various TRC land projects and will be responsible for maintaining and generating critical documentation.

This role requires a strong background in right of way title experience, with responsibilities including accurate data entry, compliance with project procedures, and providing administrative support to the land management team. Benefits include comprehensive insurance options and a competitive salary.

Qualifications

• Bachelor's degree in a real-property related field preferred.
• Multiple years as a document specialist are required.
• Ability to read and understand title documents.

Responsibilities

• Manage the database and generate documents as required.
• Ensure Land files are kept in accordance with the Land Procedure.
• Review completed files for execution by all parties.

Skills

Document generation experience

Title document understanding

Database proficiency

Communication skills

Organizational skills

Education

Bachelor's degree in a real-property related field

Tools

Database software

Spreadsheet software

Job description

Overview

We are seeking a highly skilled Right of Way Document Specialist to join our team. The ideal candidate will have a strong background in right of way title experience and a proven track record in handling land database technology. This role requires meticulous attention to detail, excellent organizational skills, and the ability to thrive in a collaborative team environment. This position will be working across multiple TRC projects, closely with TRC's land management team.

Responsibilities

• Work across multiple TRC land projects, as well as with the land management team across various administrative support needs.
• Manage the database and generate documents as required by the right of way procedure for the project.
• Ensure that Land files are kept in accordance with the Land Procedure and oversee all Land administration.
• Perform other duties that may be assigned and vary according to project scope and the right of way procedure.
• Enter all right of way data into the database accurately.
• Ensure the accuracy of all right of way data exports and reports generated from the database.
• Assist the Manager in producing land acquisition cost totals and forecasts for the project when required.
• Produce reports from the database as requested.
• Work closely with project personnel and the Land Manager to assess the accuracy, efficiency, and effectiveness of reports.
• Ensure that all tasks follow the approved Project Procedures.
• Assemble and maintain right of way tract files according to the approved Project Procedures.
• Maintain electronic copies of landowner documents as required by the approved Project Procedures.
• Oversee and assist in the preparation of all acquisition packages prior to issuing to Land Agents.
• Review all executed documents for accuracy.
• Review payments for easements and damages.
• Prepare ownership, survey permission, and construction line lists.
• Prepare releases and subordinations for mortgages and liens when required by the approved Project Procedures.
• Assist in landowner mail outs and track registered and certified mail receipts.
• Record executed documents in the appropriate county after approval by Manager or Supervisor.
• Administer line list reports, survey restrictions reports, and construction restrictions reports.
• Review completed files for execution by all parties in interest, check for proper notarizations, assure all supporting forms have been properly executed, transfer all original documentation to office file, and send all required instruments for recording.
• Review tract files for completeness and compliance with the approved Project Procedures.
• Review each condemnation file for completeness and transmit to Manager.
• Arrange for transfer of hardcopy tract files to client at project completion.
• Support the administrative needs of the land management team.
• Adhere to the project Safety Plan.
• Report to a land manager or director.

Qualifications

• Bachelor's degree in a real‑property related field preferred; completed training by an authorized real estate company, IRWA training courses, or paralegal certification is a plus.
• Professional Experience:
  • Multiple years as a document specialist.
  • Title experience or ability to read and understand title documents.
  • Exceptional database, spreadsheet, and document‑generation experience; major multistate project experience preferred; previous supervisory experience is a plus.
  • High proficiency in PC operation, including spreadsheet and word processing; experience with database software.
  • Ability to demonstrate initiative, plan and manage work efficiently, and work well under stress and time pressures.
  • Competent knowledge of land descriptions and terminology, easements, and conveyance documents.
  • Practical experience in applying, modifying, and adapting standards and techniques.
• Communication Skills:
  • Detail oriented with excellent oral and written communication skills.
  • Highly organized and experienced in working in a highly collaborative team environment.
• People Skills:
  • Commitment to customer satisfaction and team‑oriented work.
  • Experience working in fast‑paced environments.
  • Highly adaptable to changing priorities.
  • Physical, Environmental, and Mental Requirements:
    • Ability to lift and/or move up to 35 pounds.
    • Use good judgment when lifting or moving office supplies and furniture; seek assistance or wear back‑support appliances when appropriate.
    • Close, distance, and color vision required; ability to adjust focus when using a computer monitor and other manual, task‑related functions.
    • Perform tasks that require sitting, using hands and fingers, reaching with hands and arms, hearing, and talking.
    • Stand, walk, stoop, kneel, or crouch as necessary.

Benefits

• Medical, dental, vision, and disability insurance.
• 401k package with traditional and Roth IRA options plus company match.
• Paid time off: 7 days per year for full‑time status.
• Minimum of 8 paid holidays per year for all full‑time employees.
• Paid sick, family, and disability leave in accordance with state law for part‑time employees.

*These benefits are applicable to U.S. employees depending on employment status (full‑time, part‑time, or temporary). TRC offers jurisdiction‑specific benefit packages for international and Puerto Rico employees.

Compensation

In accordance with local law, the salary range for this position is USD $27.00 – $34.00 per hour. Compensation may vary based on experience, education, skill level, geographic location, and other factors.

Employee may be eligible for participation in the Company’s annual discretionary bonus program contingent on company, business segment, and individual performance against key performance indicators.

Disclaimers

TRC is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by applicable law. All employment decisions are made based on qualifications, merit, and business needs. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Salary Range

USD $27.00 – USD $34.00 per hour.