Right-of-Way Records Specialist

WSP in the U.S.; Lexington (KY); On-site; USD 45,000 - 65,000; Full time

Job summary

WSP USA seeks an Administrative/ROW Records Specialist to support data management and administration for ROW and real estate projects in the electric transmission and substation domains. You will ensure document control, data accuracy, and compliance across procedures and guidelines.

Candidates can sit in any WSP office in the United States, with openings noted for multiple states. The role emphasizes collaboration with Supervisors, Abstractors, and field teams to deliver reliable project

Qualifications

• Proficiency in Microsoft Office Suite with mail merge and formatting skills.
• Familiarity with GIS mapping tools preferred.
• Experience in ROW or land acquisition projects is desirable.
• Knowledge of land records and public recording processes is an advantage.
• Experience with banking reconciliations and escrow-like records is helpful.

Responsibilities

• Manage records and documents for ROW and real estate projects.
• Set up and maintain project files including landowner records and acquisition docs.
• Prepare legal documents (easements, transmittals, letters) with mail/data merge.
• Review documents for completion, execution, and notarization before recording.

Skills

MS Office

Mail merge

Document formatting

Land records

Financial reconciliations

Tools

Esri GIS

Google Earth

Job description

Job Description

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 in any of our offices. Texas, Oklahoma, Arkansas, and Louisiana are considered prime locations.

This opportunity has multiple openings - apply if you have strong experience in ERCOT, SPP, SWEPCO, varying voltage, and LARGE-SCALE.

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/Financial

• 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.
• Handle and prepare bank reconciliations, Escrow Account Balance, Reimbursements, etc.

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.
• Financial recordkeeping and management including but not limited to bank reconciliations, Escrow Account Balance, Reimbursements, etc.

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.

About WSP

ABOUT US

WSP USA is the U.S. operating company of WSP, one of the world's leading engineering and professional services firms. Dedicated to serving local communities, we are engineers, planners, technical experts, strategic advisors and construction management professionals. WSP USA designs lasting solutions in the buildings, transportation, energy, water and environment markets. With more than 15,000 employees in over 300 offices across the U.S., we partner with our clients to help communities prosper.

www.wsp.com

WSP provides a flexible and agile workplace model while meeting client needs. Employees are also afforded a comprehensive suite of benefits including medical, dental, vision, disability, life, and retirement savings focused on providing health and financial stability throughout the employee’s career.

At WSP, we want to give our employees the challenges they seek to grow their careers and knowledge base. Your daily contributions to your team will be essential in meeting client objectives, goals and challenges. Are you ready to get started?

WSP USA (and all of its U.S. companies) is an Equal Opportunity Employer Race/Age/Color/Religion/Sex/Sexual Orientation/Gender Identity/National Origin/Disability or Protected Veteran Status.

The selected candidate must be authorized to work in the United States.