Right-of-Way Records Specialist

WSP; Lexington (KY); On-site; USD 42,000 - 64,000; Full time

Job summary

WSP is seeking an Administrative/ROW Records Specialist to support ROW and real estate acquisition projects for electric transmission and substation development. The role involves data management, document control, and coordination with field teams from offices in Lexington or Louisville, KY.

Responsibilities include creating and tracking project documents, generating reports, and ensuring compliance with client guidelines while maintaining accurate landowner records and transmittals.

Qualifications

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); mail merge and formatting essential.
• Familiarity with GIS mapping tools (Google Earth or Esri) preferred.
• Experience with ROW or land acquisition projects in utility/infrastructure environment is highly desirable.
• Knowledge of land records, public recording processes, and title-related documentation is an advantage.

Responsibilities

• Records & Document Management: Set up, organize, and maintain ROW project files including landowner records and acquisition documents.
• Data Entry & Reporting: Input and maintain project data, generate status reports and keep real-time records.
• Communication & Coordination: Prepare correspondence to landowners and coordinate with ROW agents and field teams.
• Administrative Support: Prepare memos, charts, presentations, schedules, and ensure consistent recordkeeping.
• Compliance: Ensure records management aligns with client guidelines and quality controls.

Skills

MS Office

Mail merge

GIS tools (Google Earth/Esri)

Record management

Job description

This Opportunity

The Administrative/Right-of-Way (ROW) Records Specialist provides essential data management and administrative support for ROW and real estate acquisition projects, primarily serving electric transmission and substation development for utility clients. Reporting to the ROW Program Manager/Project manager or ROW Supervisor/Assistant Project Manager, this position collaborates with Supervisors, Abstractors, Agents, and Coordinators to ensure accurate document control, data integrity, and compliance with ROW procedures and technical guidelines.

Candidates can sit out of Lexington or Louisville, KY offices. This opportunity has multiple openings.

Your Impact

Key Responsibilities

• Records & Document Management
• Set up, organize, and maintain right-of-way project files, including landowner records, acquisition documents, and field notes.
• Prepare and produce legal documents such as easements, transmittals, and letters using mail merge and data merge tools.
• Review legal documents for completeness, proper execution, and notarization before recording with the appropriate county offices.

Data Entry & Reporting

• Input and maintain accurate project data in internal tracking systems.
• Generate project reports detailing acquisition status, landowner interactions, payment records, damage settlements, and other key project metrics.
• Maintain real-time records of project progress and support report generation for internal and client stakeholders.

Communication & Coordination

• Assist in preparing and distributing correspondence to landowners or their representatives regarding the acquisition of rights for transmission or distribution facility projects.
• Coordinate with ROW Agents and field teams to provide data and document support as needed.
• Support the distribution of maps, property records, and other project materials.

Administrative Support

• Provide general administrative support, including preparation of memos, charts, presentations, schedules, and budget summaries using Microsoft Office tools.
• Maintain organized project working files and ensure consistency in recordkeeping across projects.
• Record ROW documents with local or county government offices, as required.

Compliance

• Ensure all records management practices adhere to client expectations and guidelines.
• Support quality control of data and documents to minimize risk and ensure project compliance.

Who You Are

Required Qualifications

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); experience with mail merge and document formatting is essential.
• Familiarity with GIS mapping tools such as Google Earth or Esri is preferred.
• Experience with right-of-way or land acquisition projects in a utility or infrastructure environment is highly desirable.
• Knowledge of land records, public recording processes, and title-related documentation is an advantage.

Skills & Competencies

• Strong attention to detail and organizational skills.
• Ability to handle multiple priorities and meet project deadlines.
• Excellent communication and interpersonal skills.
• Self-motivated with the ability to work both independently and as part of a team.
• Ability to assume additional administrative or clerical duties as needed.
• Willingness to work in a fast-paced, data-driven project environment.