Right of Way Document / Database Specialist

Gray Hawk Land Solutions; Oklahoma City (OK); On-site; USD 65,000 - 90,000; Full time

Job summary

Gray Hawk Land Solutions seeks a Document and/or Database Specialist to own integrity and organization of right-of-way project files across the full lifecycle, from line list development through construction. You will ensure easements, deeds, and ownership records are accurately processed and accessible for field teams and clients.

The role requires managing complex documentation, deadlines, and data entry in client systems, with on-site work in the Permian Basin and travel as assigned.

Qualifications

• 3+ years of experience preparing and processing ROW documents on right-of-way projects.
• Experience with Texas county recording requirements.
• Knowledge of courthouse recording requirements for ROW instruments.
• Proficiency in Excel formulas and Word.

Responsibilities

• Organize and maintain all ROW project files from line list through construction.
• Review and track land acquisition agreements and easements.
• Enter data into client systems and land-management databases.
• Scan, file, and organize documents in electronic and physical records systems.

Skills

Excel proficiency

Word proficiency

Org. and detail orientation

Communication skills

Independent work

Time management

Multitasking

Education

High school diploma or equivalent

Bachelor’s degree or IRWA certification (plus)

Tools

Irth Land Management

Excel

Word

SharePoint

OneDrive

Job description

Project: A major natural gas pipeline project in the Permian Basin, Texas

Reports to: Document Supervisor (or Project Manager / ROW Supervisor)

Classification: Full-time

Location: Permian Basin, Texas — on-site; travel across the project area as assigned

Purpose

The Document and/or Database Specialist owns the integrity, organization, and accuracy of right-of-way project files and data across the full project lifecycle — from line list development through construction. This role ensures that every easement, agreement, deed, and ownership record is correctly processed, tracked, recorded, and accessible, giving field teams, project managers, and clients a reliable source of truth at every stage of a project.

Core Responsibilities

• Manage, organize, and maintain all right-of-way project files from line list development through construction — easements, temporary workspace documents, real estate deeds, lease documents, and related ownership records.
• Review, process, and track land acquisition agreements, easements, and associated ROW documents in accordance with courthouse recording requirements and client standards.
• Maintain accurate line lists and enter data into client systems of record and land-management databases (such as Irth Land Management or comparable).
• Scan, file, and organize documents into the correct electronic and physical records systems.
• Track deadlines, document status, and project milestones across multiple concurrent assignments.
• Build and maintain Excel-based tracking spreadsheets and reports, applying formula logic to streamline reporting.
• Coordinate with field agents, internal team members, and outside parties to keep projects moving smoothly.
• Maintain accurate records, reporting, and project-status documentation at all times.
• Represent Gray Hawk professionally in all client and partner interactions.
• Follow Gray Hawk’s Field Safety Manual; acknowledge it and complete the Safety Training with the supervisor.

Success Metrics

• Independently processing and tracking documents, with accurate and current line lists.
• Tracking spreadsheets and reports established and maintained without gaps.
• No filing or recording backlog, and no document issue aging beyond 3 days without documented status.
• Zero material recording or filing errors on processed documents.
• Project files consistently audit-ready and accessible on demand.
• Recognized by project managers and field teams as a reliable records owner across concurrent projects.
• Proactively identifies and flags discrepancies before they affect acquisition or construction.

Required Qualifications

• Minimum three (3) years of experience preparing and processing ROW acquisition and easement documents on right-of-way projects.
• Texas pipeline right-of-way experience, including Texas county recording requirements.
• Comprehensive understanding of all phases of a right-of-way project, from line list development through construction.
• Proven ability to review, interpret, and process land acquisition agreements, easements, and related title documents.
• Working knowledge of courthouse recording requirements for easements and other ROW instruments.
• Advanced Microsoft Office proficiency, particularly Excel (including formula and equation use) and Word.
• Experience with land-management databases (such as Irth Land Management or comparable) and the ability to learn new client databases quickly.
• Exceptional organization and attention to detail; manages multiple priorities without missing deadlines.
• Excellent written and verbal communication skills.
• Able to work independently with little to no supervision while remaining highly responsive and team-oriented.
• Must supply their own mobile phone that can receive email, and a computer capable of doing the job effectively.
• High school diploma or equivalent required; a bachelor’s degree or IRWA certification is a plus.
• Available to start within weeks of an offer and to work on-site in the Permian Basin.

Preferred Qualifications

• Experience on FERC-regulated natural gas pipeline projects.
• Familiarity with ESRI GIS software.
• Background in oil & gas or energy transmission right-of-way.
• Experience with SharePoint, OneDrive and document-tracking systems.

Don’t meet every requirement? If you have strong pipeline document experience but not in Texas, we still want to hear from you.