Right of Way Document Specialist/ Paralegal

Gray Hawk Land Solutions; Clarksburg (WV); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Per diem available

Job summary

Gray Hawk Land Solutions seeks a Document Specialist to ensure the integrity and organization of right‑of‑way project files from line lists through construction. The role requires processing deeds, easements, and ownership records, with strict adherence to courthouse requirements and client standards.

The successful candidate will maintain accurate records in Irth Land Management and other systems, coordinate with field teams and clients, and produce reliable, audit-ready documentation across

Qualifications

• Five+ years of experience preparing and processing ROW documents.
• Knowledge of courthouse recording requirements for easements and ROW instruments.
• Advanced Excel skills including formulas and data tracking.
• Strong organization and attention to detail; ability to manage multiple priorities.
• Excellent written and verbal communication; able to work independently.

Responsibilities

• Manage and organize all ROW project files from line list development through construction.
• Review, process, and track land acquisition agreements and related documents.
• Maintain accurate line lists and data in client systems and databases.
• Scan, file, and organize documents in electronic and physical records systems.
• Track deadlines and milestones across concurrent assignments.
• Build and maintain Excel tracking spreadsheets and reports.
• Coordinate with field agents, project managers, and clients to keep projects moving.
• Ensure records and project-status documentation remain audit-ready.
• Represent Gray Hawk professionally in client and partner interactions.

Skills

Excel formulas

Data entry

Organization

Attention to detail

Communication

Independent work

Team collaboration

Education

Paralegal experience is a plus

Tools

Irth Land Management

ESRI GIS

SharePoint

Job description

Purpose

The Document Specialist owns the integrity, organization, and accuracy of right‑of‑way project files 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. The position will be in‑office in Clarksburg, West Virginia. Per diem is available to those who qualify.

Core Responsibilities

• Manage, organize, and maintain all right‑of‑way project files from line list development through construction—including 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, including Irth Land Management and other land‑management platforms.
• 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.

Success Metrics

• Independently process and track documents, with accurate and current line lists.
• Maintain tracking spreadsheets and reports without gaps.
• Keep filing or recording backlogs within acceptable limits (no backlog aging beyond defined days).
• Achieve zero material recording or filing errors on processed documents.
• Ensure project files are consistently audit‑ready and accessible on demand.
• Be recognized by project managers and field teams as a reliable records owner across concurrent projects.
• Proactively identify and flag discrepancies before they affect acquisition or construction.

Required Qualifications

• Minimum five (5) years of experience preparing and processing ROW acquisition and easement documents on right‑of‑way projects.
• 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.
• Strong database‑entry skills with the ability to learn new systems quickly.
• Exceptional organization and attention to detail; manage 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.
• Paralegal experience is a plus.

Preferred Qualifications

• Experience with Irth Land Management software.
• Familiarity with ESRI GIS software.
• Background in oil & gas or energy transmission right‑of‑way.
• Experience with SharePoint and document‑tracking systems.