What are the responsibilities and job description for the Right of Way Document Specialist position at NORFLEET LAND SERVICES, LLC?
Job Title: Right of Way Document Specialist
Location: Charlottesville, Virginia
Position Summary:
The Right of Way Document Specialist is responsible for overseeing the daily operations and quality control of the document creation and management process across land acquisition and right-of-way (ROW) projects. This role ensures the timely, accurate, and compliant preparation, review, and maintenance of legal and technical documents. The Document Specialist with internal teams and land agents to ensure that all documentation needs are met and that project timelines are supported through efficient document workflows.
Key Responsibilities:
- Ensuring consistency, accuracy, and compliance in all documentation related to ROW and land acquisition projects.
- Act as point of contact for document-related issues, providing guidance on procedures, standards, and problem resolution.
- Establish and enforce document control standards, templates, and quality assurance processes.
- Review and approve key document deliverables, including agreements, letters, line lists, and project reports.
- Coordinate with land agents and project managers to ensure documentation aligns with project requirements and milestones.
- Maintain and oversee organized filing systems—both physical and digital—for tracking and archiving project documents.
- Monitor document workflows to identify bottlenecks, improve efficiency, and ensure timely completion of deliverables.
- Conduct periodic audits of document practices to ensure compliance with internal policies and regulatory guidelines.
- Oversee preparation of reports and ensure proper documentation is collected for due diligence and project closeout.
- Support GIS and mapping staff by ensuring accurate legal descriptions, plats, and line lists are integrated into project files.
- Participate in meetings and provide updates on document status, risks, and resource needs.
Qualifications:
- Associate's or Bachelor's degree preferred; High School Diploma or GED required.
- Minimum of 2 years of experience in ROW document management or a related field.
- Strong knowledge of ROW documentation, land records, legal descriptions, and title documentation.
- Exceptional attention to detail and organizational skills.
- Strong communication, leadership, and time-management abilities.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Access) and comfort with database and document management systems.
- Ability to manage multiple priorities under tight deadlines.
Work Schedule & Location:
- Full-time
- Based in Charlottesville, Virginia area
- On-site requirement