Right of Way Document Supervisor

Gray Hawk Land Solutions; Oklahoma City (OK); On-site; USD 90,000 - 120,000; Full time

Job summary

Gray Hawk Land Solutions seeks a Document Supervisor for a major natural gas pipeline project in the Permian Basin, Texas. You will lead the document and database team to ensure easements, deeds and ownership records are accurately processed and accessible from line-list development through construction.

On-site work with travel across the project area as needed. The role oversees the Document and/or Database Specialists, reviews their work, and provides the Project Manager and field teams with

Qualifications

• 5+ years experience preparing and processing ROW documents.
• Experience supervising document or database staff.
• Understanding all phases of a pipeline ROW project.
• Texas ROW experience and county recording requirements.
• Knowledge of land acquisition agreements and recording requirements.
• Proficiency with Microsoft Office, especially Excel and Word.
• Experience with land-management databases and learning client systems.
• Strong proofreading, detail, and communication skills.
• Own mobile phone and a capable laptop for fieldwork.
• Bachelor’s degree preferred or IRWA certification accepted.

Responsibilities

• Supervise and review the Document/Database Specialists; set priorities.
• Maintain current project status information from line list to construction.
• Review land acquisition agreements, easements, workspace documents, and damages docs.
• Oversee hard and electronic files to client standards.
• Create system line lists and conduct in-house ROW/title searches.
• Oversee scanning and metadata entry into client systems.
• Build and maintain Excel tracking sheets and reports.
• Proofread reports and data before submission to PM or client.
• Coordinate with ROW/title staff, PM, and outside parties to move documents.
• Train and mentor specialists; support their development.
• Lead team safety: walk Field Safety Manual and complete sign-off.

Skills

Strong proofreading

Excellent communication

Highly organized

Attention to detail

Time management

Education

Bachelor’s degree preferred

IRWA certification or equivalent accepted

Tools

Excel

Word

Irth Land Management

ESRI GIS

Job description

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

Reports to: Project Manager or ROW Supervisor

Classification: Full-time

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

Purpose

The Document Supervisor leads the document and database team on a right-of-way project — making sure every easement, agreement, deed and ownership record is accurately processed, tracked, recorded and accessible from line list development through construction. This role supervises the Document and/or Database Specialists, reviews their work, and gives the Project Manager and field teams an accurate, current picture of the project’s records and status.

Core Responsibilities

• Supervise, assign and review the work of the Document and/or Database Specialists; set priorities so project timelines are never put at risk.
• Maintain accurate, current information on the overall status of the project, from line list development through construction.
• Review land acquisition agreements, easements, temporary workspace documents, and damages and compensation documents for accuracy and completeness, including courthouse recording requirements.
• Oversee the project’s hard and electronic files — easements, leases, deeds and other ownership and rights documents — to Gray Hawk and client standards.
• Create system line lists and conduct in-house right-of-way and title searches as requested.
• Oversee scanning and metadata entry into client systems of record and the project’s land-management database.
• Build and maintain Excel tracking sheets and reports, using formulas to streamline reporting.
• Proofread reports and data for accuracy and completeness before they go to the Project Manager or the client.
• Coordinate with right-of-way and title staff, the Project Manager and outside parties to keep documents moving.
• Train and mentor the specialists; give feedback and support their development.
• Lead the team’s safety: walk each new team member through the Field Safety Manual and Safety Training and complete the sign-off with them.

Success Metrics

• Specialists working under clear assignments, with their work reviewed before it leaves the team.
• Line lists and project status current and accurate.
• No filing or recording backlog, and no document issue aging beyond 3 days without documented status.
• Zero material recording or filing errors.
• Project files audit-ready and accessible on demand.
• Project deadlines met through peak periods.

Required Qualifications

• Minimum five (5) years of experience preparing and processing right-of-way acquisition and easement documents on right-of-way projects.
• Experience supervising document or database staff.
• A complete understanding of all phases of a pipeline right-of-way project, from line list development through construction.
• Texas pipeline right-of-way experience, including Texas county recording requirements.
• A proven history of reviewing and understanding land acquisition agreements.
• Working knowledge of right-of-way documents — easements and their recording requirements, temporary workspace documents, and damages and compensation documents.
• Fluency in Microsoft Office, especially Excel and Word, including building reports with formulas.
• Experience with land-management databases (such as Irth Land Management or comparable) and the ability to learn new client databases quickly.
• Highly organized: able to prioritize against project timelines and work efficiently through peak periods.
• Strong proofreading skills and a keen eye for detail.
• Excellent written and verbal communication skills.
• Must supply their own mobile phone that can receive email, and a computer capable of doing the job effectively.
• Bachelor’s degree preferred; equivalent right-of-way experience or IRWA certification (SR/WA or RW/AC) accepted in its place.
• 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.
• Experience with ESRI GIS software.

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