What are the responsibilities and job description for the Land Administrator position at Gray Hawk Land Solutions?
Position Overview:
Gray Hawk Land Solutions is seeking a highly organized and detail-oriented Land Administrator / Document Control Specialist to support land acquisition and project development activities across a portfolio of energy and infrastructure projects. This is a remote position.
This role is critical to ensuring the accuracy, integrity, and lifecycle management of all land-related agreements and records, while enabling development teams to efficiently secure and maintain site control. In addition, this position will play a key role in implementing and managing land systems and data infrastructure to support a growing development pipeline.
Key Responsibilities
Land Documentation & Agreement Management
Collect and verify landowner documentation, including:
Partner closely with:
Qualifications
Experience
Key Competencies
Education
Bachelor’s degree in Business, Real Estate, Paralegal Studies, or related field preferred
Gray Hawk Land Solutions is seeking a highly organized and detail-oriented Land Administrator / Document Control Specialist to support land acquisition and project development activities across a portfolio of energy and infrastructure projects. This is a remote position.
This role is critical to ensuring the accuracy, integrity, and lifecycle management of all land-related agreements and records, while enabling development teams to efficiently secure and maintain site control. In addition, this position will play a key role in implementing and managing land systems and data infrastructure to support a growing development pipeline.
Key Responsibilities
Land Documentation & Agreement Management
- Prepare, review, and populate lease option agreements, easements, and related land contracts
- Coordinate with internal teams and external legal counsel on Memoranda of Lease (MOLs) and other recordable instruments
- Assemble, distribute, and track execution packages, ensuring timely completion and accuracy
- Maintain strict version control and audit trails across all land agreements
- Maintain and continuously update the master land and lease database, ensuring data accuracy and completeness
- Track parcel ownership, acreage, agreement status, and key obligations across project portfolios
- Implement and enforce document management best practices, including naming conventions, storage protocols, and access controls
- Serve as the central point of control for all executed land documents and metadata
- Lead or support implementation of land management systems (e.g., Pandell, Quorum, or similar platforms)
- Configure and maintain system fields, workflows, and reporting structures to align with development needs
- Migrate legacy data from spreadsheets and disparate sources into centralized systems, ensuring data integrity and consistency
- Develop and maintain standardized reporting dashboards (acreage secured, payment status, title status, etc.)
- Train internal users (landmen, development, accounting) on system usage and best practices
- Continuously improve system functionality and processes to support scalability and portfolio growth
Collect and verify landowner documentation, including:
- W-9s
- ACH/payment instructions
- Vesting deeds and ownership documentation
- Validate agreement terms (acreage, rates, payment triggers) prior to payment processing
- Coordinate closely with Accounting to ensure timely, accurate, and compliant payments
- Track option payments, renewals, and extension deadlines, ensuring no lapse in site control
- Coordinate recording of documents with county recorders and applicable jurisdictions
- Track recording status and confirm receipt of recording numbers and proper indexing
- Order and manage title reports and runsheets, ensuring timely delivery to stakeholders
- Track and help drive resolution of title curative items in coordination with landmen and legal
Partner closely with:
- Land acquisition team (landmen)
- Legal counsel
- Development and project management teams
- Accounting and finance
- Support project diligence efforts by ensuring clean, organized, and audit-ready land records
Qualifications
Experience
- 5 years of experience in land administration, real estate, title, paralegal, or document control roles
- Experience supporting energy, infrastructure, or oil & gas development projects strongly preferred
- Demonstrated experience implementing or managing land systems (e.g., Pandell, Quorum, or similar)
- Strong proficiency in Microsoft Excel (data tracking, reconciliation, reporting)
- Experience with land management systems and document control platforms
- Working knowledge of:
- Land records and title documentation
- Legal instruments (leases, easements, memoranda)
- County recording processes
Key Competencies
- Exceptional attention to detail and data accuracy
- Strong systems thinker with ability to design scalable workflows
- Ability to manage multiple projects and deadlines simultaneously
- Effective communicator across technical and non-technical teams
- Proactive, solutions-oriented mindset with strong ownership and accountability
Education
Bachelor’s degree in Business, Real Estate, Paralegal Studies, or related field preferred