Document Specialist - Phoenix, Arizona

Description

• Ensures that all right of way data is being input into the database correctly.
• Administers line list reports, survey restrictions reports, and construction restrictions reports.
• Reviews payments for easements and damages.
• Responsible for database management and document generation as required by the right of way procedure for the project.
• Assures all task follow the approved Project Procedures.
• Produces reports from the database as requested.
• Adhere to project Safety Plan.
• Prepares ownership, survey permission and construction line lists.
• Oversees and assists in the preparation of all acquisition packages prior to issuing to Land Agents.
• Reviews tract files for completeness and compliance with the approved Project Procedures.
• Prepares releases and subordinations for mortgages and liens when required by the approved Project Procedures.
• Will support the administrative needs of the land management team.
• Employee is expected to use good judgment when lifting or moving office supplies and/or furniture and to seek assistance or wear back support appliances when appropriate.
• Assembles and maintains right of way tract files according to the approved Project Procedures.
• Reviews each condemnation file for completeness and transmits to Manager.
• Reviews completed files for execution by all parties in interest, checks for proper notarizations, assures all supporting forms have been properly executed, transfers all original documentation to office file and sends all required instruments for recording.
• Arranges for transfer of hardcopy tract files to client at project completion.
• Assures that the Land files are kept in accordance with the Land Procedure; oversees all Land administration.
• Records executed documents in the appropriate county after approval by Manager or Supervisor.
• Assists the Manager in producing land acquisition cost totals and forecasts for the project when required.
• Reviews all executed documents for accuracy.
• Works closely with project personnel and the Land Manager to assess the accuracy, efficiency, and effectiveness of reports.
• Assist in landowner mail outs and tracks registered and certified mail receipts.
• While performing the duties of this job, the employee is required to sit, use hands and fingers, to handle, or feel objects, tools, controls. Reach with hands and arms, hear and talk.
• Maintains electronic copies of landowner documents as required by the approved Project Procedures.
• Will work across multiple TRC land projects, as well as with the land management team across various administrative support needs.
• Responsible for the accuracy of all right of way data exports and reports generated from the database.

Requirements

• Multiple years of experience as a document specialist
• High degree of proficiency in PC operation, including spreadsheet and word processing. Experience in database software programs
• Exceptional database, spreadsheet, and document generation experience. Major project experience in a multistate environment preferred. Previous supervisory experience a plus.
• Title experience, or ability to read / understand title documents
• Commitment to customer satisfaction and the ability to work in team-oriented environment.
• Ability to demonstrate initiative and assertiveness, the ability to plan and manage work in an efficient manner, and the ability to work well under stress and time pressures.
• Must be experienced in working in fast-paced environments.
• Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus in use of computer monitor and other manual, task-related functions.
• Must be detail oriented and have excellent oral and written communication skills.
• Bachelor’s Degree in real property related field preferred, completed training by an authorized real estate company, training courses offered by the IRWA, or paralegal certification is a plus.
• Practical experience in the application, modification and adaptation of standards, techniques
• The employee must be able to lift and/or move up to 35 pounds.
• The employee is required to stand, walk, stoop, kneel or crouch.
• Must be highly organized, and experienced in working in a highly collaborative team environment
• Must possess competent knowledge and skills in land descriptions and terminology, easements, and a variety of conveyance documents.
• Must have experience being highly adaptable, to changing priorities

Benefits

• 401k package that includes both traditional and Roth IRA options and Company match.
• These benefits are applicable to US employees depending on their employment status (full time, part time, or temporary). TRC offers jurisdiction specific benefit packages for International and Puerto Rico employees.
• All full-time employees enjoy a minimum of 8 Paid Holidays per year.
• TRC ensures that all employees, including those that work part-time, receive paid sick, family, and disability leave in accordance with the laws of their state of residence.
• Medical, dental, vision, and disability insurance.
• Paid time off contingent upon full time status, PTO is 7 days per year.

Training + Development

Interview process

Visa Sponsorship

Security clearance