Land Records Management Specialist

Plains All American; Houston (TX); On-site; USD 52,000 - 70,000; Full time

Job summary

Plains All American seeks a Land Records Management Specialist in Houston, TX to maintain on-site and off-site records and ensure retention compliance. The role includes file organization, barcode management, and collaboration with internal teams and external agencies.

The ideal candidate will have 2+ years in document management, strong organizational skills, and experience with MS Office and mapping tools such as ArcGIS. Must be authorized to work in the U.S.; associate degree preferred.

Qualifications

• High school diploma or GED required.
• Associate degree or technical training preferred.
• 2+ years of related experience including document management.

Responsibilities

• Process, organize and maintain land records storage systems and document management processes.
• Implement procedures for retention and destruction compliance.
• Track file locations and maintain chain of custody records.
• Print and distribute documents as requested.
• Collaborate with internal stakeholders and third parties for compliant documentation.
• Manage file numbering and barcode processes.
• Maintain inventory of records and file supplies.
• Order file supplies and run reports of missing files.
• Request copies from county records and state agencies.
• Send documents to county clerk for recording.
• Assist with file migrations, audits, and data security.
• Protect privacy and confidentiality of records.

Skills

Highly organized

Detail oriented

Strong communication

Team player

Deadline driven

Adapt to change

Education

High school diploma or GED

Associate degree preferred

Tools

MS Office 365

Word

Excel

PowerPoint

SharePoint

ArcGIS

Google Earth

Deed Plotter

Job description

Job Type:

Regular

Plains is an industry-leading transportation and midstream provider specializing in transportation, storage, processing and marketing solutions for crude oil. We own an extensive network of pipeline transportation, terminalling, storage and gathering assets in key oil producing basins and transportation corridors and at major market hubs in the United States and Canada. The company is headquartered in Houston, Texas.

We’re on the lookout for passionate self‑starters who thrive in fast‑moving, collaborative, and innovative environments.

We are looking for an experienced and motivated individual to fill the position of Land Records Management Specialist within our Land Records group based in Houston, Texas. The Land Records Management Specialist will maintain our on‑site and off‑site physical files and ensure compliance with land records management requirements and records retention schedules. This role will also be responsible for other document control activities and administrative tasks.

Job Responsibilities :

• Process, organize and maintain systems for land records files storage including security and access. Drive utilization of document management systems and associated processes. Ensure all documents are properly stored and organized.

• Implement procedures for compliance with document retention and destruction.

• Track file locations and maintain chain of custody records.

• Print and distribute documents as requested.

• Collaborate with internal stakeholders and third parties to ensure all relevant documentation is produced and supplied in compliance with established document control requirements.

• Responsible for the file numbering and barcode process

• Maintain inventory of records/and file supplies.

• Responsible for ordering file supplies (i.e. file folders etc.)

• Run regular reports of missing files

• Request copies of documents (from county records, state agencies, etc.)

• Send documents to county clerk office to be recorded.

• Assist with file migrations, audits, and document security.

• Help maintain privacy and confidentiality of records.

• Perform other document control activities and administrative tasks as required.

Knowledge, Skills, and Experience Required :

• Highly organized, detail oriented, and excel at creating and managing processes.

• Develop and maintain systems for document storage including security and access.

• Proficiency with MS Office 365, including Word, Excel, PowerPoint, and SharePoint

• Excellent Computer Skills with all aspects of various mapping software, particularly ArcGIS, Google Earth, and Deed Plotter Software.

• Strong interpersonal and communication skills - both written and verbal.

• Ability to work under deadlines and on multiple projects.

• Ability to work in a fast-paced team environment.

• Must be goal oriented, approaching projects with a sense of urgency and drive.

• Must be a team player who possesses the ability to adapt to new technologies, workflows and processes.

• A high school diploma or GED is required.

• An associate degree or related specialized/technical training is preferred.

• 2+ years of related experience including document management and report development is required.

• Credentials as a Certified Records Manager, Records Analyst and/or Information Governance Professional will be a plus.

• Cleared criminal history (background) and satisfactory reference checks

• Compliance with the Company’s drug and alcohol policy including pre-employment D&A testing.

• This position is not eligible for employment-based visa sponsorship. Applicants must be authorized to work in the U.S. for the duration of their employment.

#Plains

At Plains, our employees are our most valuable asset. Hard work is rewarded with competitive compensation and a top-tier benefits program designed to keep our employees safe, healthy and happy. We work hard to deliver the best results to our stakeholders, and we also respect our employees’ need for personal and family time, which is reflected in our benefits program.

We are proud to be an Equal Opportunity Employer. We are committed to providing employment opportunities to all qualified individuals, without regard to age, race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or expression, veteran status, genetic information, disability, or any other characteristic protected by federal, state, or local law. Applicants with disabilities can request accessible formats, communication supports, or other accessibility assistance by contacting [e-mail].

Salary details estimated by job boards such as Indeed, Glassdoor, and LinkedIn do not represent Plains’ compensation structure. We thank all candidates for their interest; however, only those selected for an interview will be contacted.

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