Data/Document Supervisor

Coates Field Service, Inc. is seeking an experienced Document Supervisor to be responsible for the day-to-day duties on various right-of-way projects. The successful candidate will have superior written, verbal, and organizational skills as well as the ability to prioritize constantly changing requirements related to matters of high confidentiality. This is a project-based position supporting many roles and projects concurrently. This position requires advanced computer skills including but not limited to experience in database entry and reporting, cloud file sharing applications, etc. The ideal candidate will be a self-starter familiar with deeds, easements, and other land acquisition documents, capable reading and interpreting design plans and title reports, and adept at producing accurate deliverables on short notice. This role will oversee a team of multiple Document Specialists and will serve as a direct point of contact for client project management teams as well as internal management/executives.  

No per diem is available for this in-house position; candidates local to Oklahoma City, OK  are encouraged to apply. Hybrid work schedule available for qualified candidates.

Key responsibilities:

• Oversee the work of multiple Document Specialists assigned to various right of way projects
• Interact directly with both Coates management/executive staff and external client leadership
• Support various teams with assigned projects in manners including but not limited to: leading team meetings and project correspondence, various administrative tasks, tracking of project deliverables, dates and monitoring of deadlines
• Draft various right of way and land acquisition documents (easements, leases, etc.); review documents drafted by team members
• Create and distribute relevant correspondence and progress trackers to the team, projects, and senior management (internal and external)
• Communicate all issues to management prior to reaching critical status
• Manage documents and data in an electronic environment
• Maintain data in project databases
• Read design plans to understand land rights needed
• Examine right of way documents to identify key components such as assignability, abandonment clauses, lease terms, restrictions, etc.
• Develop and maintains accurate and complete files for projects; continuous monitoring for integrity and completeness
• Maintain and develop process improvements and training methods for primary functions of role
• Process payments to various outside parties using established internal procedures
• Provide ad hoc reports as requested by team members, project teams, and leadership as directed
• Pull basic ownership/tax info from county sources as needed
• Review legal documents to ensure correct execution and notarization
• File various documents with appropriate county clerks as needed
• Coordinate office activities with internal personnel, field personnel, subcontractors, landowners, clients, and other vendors as needed
• Provide additional administrative support as required

Specialized knowledge/education required:

• Previous experience drafting and reviewing land and right of way acquisition documentation
• Prior supervisory experience
• Advanced computer literacy, comfort operating in digital environments
• Knowledge of proper legal document execution practices, such as what signatures are required for trusts, corporations, estates, etc.
• Knowledge of due diligence review regarding right of way files and understanding of key terms in right of way acquisition agreements
• Understanding of design sketches and legal descriptions

Who We Are:

Coates has a 75-year history providing comprehensive land acquisition and right of way services to municipalities, utilities, energy providers, and oil and gas companies nationwide. The first firm of its kind, we are widely recognized as a leader in the land and right of way acquisition industry. A national corporation, Coates has the depth of knowledge and the agility to respond to client needs in all 50 states. Coates is headquartered in Oklahoma City, Oklahoma, with regional offices located throughout the United States. It is our mission to provide professional, high-quality, cost-efficient land acquisition and right of way services our clients need, when and where they need us.

Coates is committed to rewarding the loyalty of the national team of Coates’ Employees. Coates hires the best candidates available for all positions, without regard to the individual's race, religion, or sexual preference, or orientation. Coates is an Equal Opportunity Employer (EOE). 

Coates offers a comprehensive and generous benefits package, including medical/dental, vision, STD/LTD, life insurance, paid time off, company-paid holidays, and more!