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A successful Data / Document Specialist can prioritize constantly changing requirements related to matters of high confidentiality. The successful candidate will be have advanced computer literacy and be well-versed in database entry and reporting, cloud file sharing applications, and adept at producing accurate deliverables on short notice.

Overview of Duties:

• Prepares documents, letters, files, etc.

• Reviews and checks documentation for accuracy

• Scans land rights documents and posts location information to various systems

• Responsible for final internal quality control of easement documents and the filing of original documents in right of way records system

• Reviews legal documents to assure that all have been properly executed and notarized

• Understands ROW records and percentage of ownership under easement

• Review documents in an electronic environment

• Executes miscellaneous due diligence tasks on documents and databases, including investigating current landowner name and contact information, easement widths, location, rights, and other land rights documents

• Examines right of way files (containing easements, deeds, legal descriptions, permits, agreements, contracts, other documents, and correspondence relating to the property) in order to determine issues such as multiple line rights, assignability/abandonment clauses, lease terms, restrictions

• Analyzes documents in order to prepare database reports involving ownership information, status of acquisition processes, instructions to field crews, history of contacts between Right of Way Agents and landowners, payments made, damage settlements, property values, and other pertinent data

• Identifies problems with title information and refers these to appropriate client representative and/or legal counsel

• Reviews, interprets, selects documents, and supervises scanning for permanent storage of right of way records

• Coordinates office activities with the Right of Way Supervisor, Right of Way Agents, and other field personnel, subcontractors, landowners, client, vendors, government agencies

Specialized knowledge/education required:

• Knowledge of land and right of way acquisition processes and documentation

• Intermediate to advance computer literacy, comfortable operating in a digital documents environment

• Knowledge of proper legal document execution practices, such as what signatures are required for trusts, conservatorships, guardianships, estates, etc.

• Knowledge of due diligence review of right of way files and understanding of assignability and reversionary clauses, restrictions, fractional ownerships, lease payments and terms, abandonment clauses

• Ability to plot metes and bounds descriptions of property and read a variety of maps, electronic and paper

• Proficiency in Microsoft Access, Excel, Word, and Project or similar software programs in order to generate a variety of project reports in response to specific and varied queries
  

Data/Document Specialists typically are attorneys, paralegals, college graduates with degrees in business, communications or related fields, landmen, or former right of way and land professionals employed by pipeline, power, or communication companies, engineering firms, or government agencies specializing in land development. They also have additional training in database and land management software systems and applicable courses provided by the International Right of Way Association. Document Specialists must be confident in making decisions based on their combined knowledge and education.

A successful Abstractor / Title Specialist will be well-versed in digital workflows, online title searches, and proven experience in surface title for right of way acquisition.

Overview of Duties:

• Determines from county records the current ownership and legal description of land required for a project

• Searches property records for conveyances, liens and other instruments

• Plots the legal descriptions, including metes and bounds

• Compiles complete abstract of title from patent to current date

• Identifies title defects and reports these to Field Right of Way Supervisor or client’s legal counsel

• Recommends and, if instructed, implements title curative actions

• Assists in easement preparation

• Prepares final report of all records compiled showing title to property and effects of liens and encumbrances on titles

Specialized knowledge/education required:

• Training conducted by authorized title company

• Detailed knowledge of researching public and title company records

• Ability to compile and prepare chains of title, make abstracts of title with summaries of all matters and instruments of record

• Analysis of title data and reports

• Interpret deeds, leases, court actions, probates, other documents impacting property ownership

• Knowledge and understanding of the legal standards of title for each state in which the Abstractor/Title Specialist is performing ownership research

• Abstractors/Title Specialists are required to have specific training in title investigation, provided by various entities, including specialized title training schools, abstract companies, the International Right of Way Association and some universities. They must be able to work independently and make decisions regarding the quality, amount and accuracy of the information they are researching as well as deciding what method is the most efficient and economical to produce the necessary information.

Abstractors/Title Specialists employed by Coates usually have been employed by title companies, county offices, or real estate companies. They are required to have several years of experience and pass a test that measures their competence.

Abstractors/Title Specialists must have a highly developed skill in analyzing, interpreting and assimilating complex information from sources ranging from sophisticated electronic systems to handwritten records that date back to the 1700s. They must also be able to adhere to deadlines, travel to remote locations, learn different courthouse systems, and maintain detailed records.

A successful Right of Way Agent can prioritize constantly changing requirements related to matters of high confidentiality. The candidate may support many projects simultaneously and must be adept at producing accurate deliverables on short notice. The position requires advanced computer literacy and being well-versed in online title research, database entry and reporting, cloud filed sharing applications.

Overview of Duties:

• Contacts landowners throughout the project for a series of acquisition tasks

• Explains project to landowners and answers their questions

• Documents all contact with landowners (mail, telephone, e-mail, personal visits)

• Assimilates contact information and project activities, enters details into project database

• Secures permission from landowner for various types of surveys and studies on and across public or private lands

• Negotiates for option agreements, easements, tenant’s consents, and related agreements

• Secures required subordination agreements

• Obtains maps and tax roll information

• Secures ownership information from variety of sources

• Records legal documents in appropriate county offices

• Provides liaison between landowner and other contractors such as construction crews, inspectors, surveyors, archaeologists

• Settles damages before, during and after construction

• Maintains assigned parcel files from beginning to end of project

• Testifies in condemnation and other proceedings as expert witness

Specialized knowledge/education required:

• In-depth knowledge of legal terminology that applies to land acquisition

• Capable of completing legal documents and forms such as easements and agreements

• Knowledge of the sequence of processes required to complete acquisition

• Knowledge of a wide variety of online surface ownership resources, such as but not limited to: county assessor sites, county clerk sites, county / city GIS sites, and BLM & GLO sites

• Intermediate to advanced computer literacy, comfortable operating in a digital documents environment

• Knowledge of proper legal document execution practices, such as what signatures are required for trusts, conservatorship, guardianship, estates, etc.

• Knowledge of due diligence review of right of way files and understanding of assignability and reversionary clauses, restrictions, fractional ownership, lease payments and terms, abandonment clauses

• Ability to plot metes and bounds descriptions of property and read a variety of maps, electronic and paper

• Ability to read and analyze engineering drawings and right of way plans in order to properly explain the taking

• The ability to read, understand and communicate property valuation information to landowners, as contained in formal real estate appraisals prepared by professional state certified appraisers.

• The further ability to render independent land value judgments and determine when compensation beyond the value outlined in an appraisal is justified

• Proficient in programs necessary to maintain documentation and produce reports

• Understands technology of projects well enough to explain and discuss with property owners

• Skilled in variety of research methods, particularly internet, courthouse and recorded documents

• Knowledge of how to determine valuations of crops, trees, pastures, etc. for damage settlement

• Completion of courses relating to current issues and processes, as sanctioned and/or offered by the International Right of Way Association

• Proficiency in Microsoft Access, Excel, Word, and Project or similar software programs to generate a variety of project reports in response to specific and varied queries.

Right of Way Agents typically are attorneys, paralegals, college graduates with degrees in business, communications or related fields, land-men or former right of way and land professionals employed by pipeline, power or communication companies, engineering firms or government agencies specializing in land development. They also have additional training in database and land management software systems and applicable courses provided by the International Right of Way Association.

Right of Way Agents must be confident in making decisions based on their combined knowledge and education. Oral and written communication skills must be above average, as well as the ability to interpret, analyze and assimilate diverse bits of information. They must be able to understand the technological aspects of a project well enough to discuss it knowledgeably with property owners. This must be balanced with the ability to work independently, interact personally with a wide range of property owners from all ranges of socioeconomic, educational and ethnic backgrounds, in isolated rural areas and congested cities.

Coates is committed to providing the highest quality service at a fair price to our clients. A steadfast focus on quality improvement and process optimization has assured that we meet that commitment. These efforts have resulted in an innovative and industry leading workforce.