Land and Surface Use Administrator

POSITION DESCRIPTION

The Land and Surface Use Administrator provides organized, accurate office support for land ownership, oil and gas, easement, right-of-way, surface use, and related property matters for land owned or managed by Caddo Sustainable Timberlands. The role maintains records and databases, processes payments, prepares and tracks agreements, researches property information, and keeps projects moving through consistent communication and follow-up.

RESPONSIBILITIES

• Maintain accurate, well-organized electronic and physical files for deeds, leases, easements, rights-of-way, permits, surveys, plats, maps, agreements, correspondence, insurance documents, and other property records.
• Enter and update land ownership, easement, oil and gas, payment, and project information in company databases, with supporting documents properly linked and filed.
• Receive, process, assign, and reconcile payments for rentals, surface damages, easements, permits, and other land use revenue; track amounts, due dates, renewals, expirations, and insurance requirements.
• Prepare routine reports, transaction summaries, maps, payment information, correspondence, and document packages for management and operational use.
• Track requests and active projects from initial notice through agreement execution, payment, compliance, and closure; maintain clear status notes and follow-up items.
• Prepare, review, route, distribute, and administer easements, surface use agreements, rights-of-way, access agreements, permits, leases, and related land use documents using approved terms and templates. The position does not independently approve material business terms, execute agreements, or provide legal opinions unless specifically authorized.
• Conduct office-based ownership and title research using deeds, leases, easements, plats, surveys, legal descriptions, GIS and mapping systems, tax records, courthouse records, and other available sources.
• Review property documents for completeness, consistency, ownership questions, restrictions, encumbrances, access issues, boundary concerns, or conflicting interests, and elevate issues to the appropriate internal or outside professional.
• Coordinate documentation and approved terms with the Business Manager, surface use and forestry personnel, legal counsel, surveyors, operators, utility companies, government offices, landowners, and other stakeholders.
• Support negotiations, acquisitions, divestitures, exchanges, property-tax reviews, and due diligence by assembling records, documenting activity, communicating approved information, and monitoring outstanding items.
• Help improve templates, filing practices, database controls, reporting, and administrative workflows while handling company and property information responsibly and confidentially.
• Actively engage in TTG FS’s environmental, social, and governance program that includes safety, stewardship, sustainability, conversation, industry advocacy and community relations.
• Perform other related administrative and land-support duties as assigned.

QUALIFICATIONS

• Dependable, organized, detail-oriented, and comfortable completing recurring administrative work accurately and on time, including preparing and reviewing contracts and supporting documentation.
• Takes ownership of assignments, follows through without repeated reminders, and keeps others informed when priorities or deadlines change.
• Naturally curious, analytical, and willing to research unfamiliar issues, ask thoughtful questions, solve problems, and use sound judgment about when to escalate a concern.
• Professional, approachable, and tactful, with strong written and verbal communication skills for working with internal personnel, landowners, operators, attorneys, surveyors, government offices, and other stakeholders.
• Able to independently manage multiple projects, files, priorities, deadlines, payments, records, and follow-up items while also collaborating effectively with others.
• Proficient with Microsoft Office and able to learn and use database management software, document management systems, GIS, mapping, and other business applications.
• Experience with land records, real estate, title research, oil and gas, easements, rights-of-way, contracts, payments, or similar administrative work is helpful but not required for an otherwise strong candidate.
• No specific degree is required. Relevant education, work experience, demonstrated aptitude, work style, initiative, judgment, and ability to learn the role will be considered together.
• Strong commitment to confidentiality, responsible stewardship, sustainability, and applicable ESG principles.

WORK ENVIRONMENT

This is primarily an office-based position involving extended computer use, document review, data entry, scanning, filing, and routine handling of physical and electronic records. Occasional local travel may be required for courthouse or public-record research, meetings, document delivery, and limited property-related coordination. A valid driver’s license and the ability to travel locally are required when these duties arise. The position may occasionally lift or move files, records, or office materials of a reasonable weight. Routine field inspections, boundary marking, and forestry fieldwork are handled by the appropriate field personnel.