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Coates Field Service, Inc Data/Document Specialist in Rochester, New York

Coates Field Service, Inc. is seeking a highly motivated Data/Document Specialist in Rochester, NY. The successful candidate can prioritize constantly changing requirements related to matters of high confidentiality. This is a project-based position supporting many roles and projects concurrently. The successful candidate will have advanced computer skills and be well-versed in database entry and reporting, cloud file sharing applications, easement and land acquisition documents, reading and interpreting design plans, and adept at producing accurate deliverables on short notice.

Local candidates encouraged to apply. No per diem available. 

Overview of Duties:

  • Reads design plans to understand land rights needed

  • Pulls basic ownership/tax info from various county assessor offices

  • Prepares easements, letters, and other documentation accurately

  • 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

  • Review documents in an electronic environment

  • Executes miscellaneous ROW requests, 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, and other documents correspondence relating to the property) in order to determine issues such as multiple line rights, assignability/abandonment clauses, lease terms, and restrictions

  • Enters data into project database(s) 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

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

  • Coordinates office activities with the internal personnel, other field personnel, subcontractors, landowners, clients, and vendors

Specialized knowledge/education required:

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

  • Advanced computer literacy, comfortable operating in a digital 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

  • Understanding of design sketches and legal descriptions

  • Proficiency in Microsoft Excel and Word

  • Experience in SAP a plus

Document Specialists typically are paralegals, experienced land technicians, 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. Document Specialists must be confident in making decisions based on their combined knowledge and education.

Coates Field Service, Inc. is one of the nation's largest right of way consulting firms and works on behalf of energy transportation companies, electric transmission companies, state and local governments, and other similarly-situated clients. Applicants must be currently authorized to work in the United States for any employer. No sponsorship is available for this position. 

Salary is dependent upon experience. Benefits offered. Coates is an EOE. Minorities, women, and veterans encouraged to apply.

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