Job Description

Document Specialist

📍 Albany, New York | Full-Time

About the Role

Halo Land Management is looking for a detail-oriented and organized Land Administration Specialist to support our growing land services operations. In this role, you’ll play a key part in managing land documentation, database input, and administrative tasks that keep our acquisition processes running smoothly. You’ll work in alignment with approved land procedures, ensuring accuracy, compliance, and timely execution of land-related deliverables.

Key Responsibilities

• Data Entry & Records Management: Accurately enter land-related data into internal systems and maintain structured filing systems for land records, including document control and content indexing.
• Land Document Preparation: Review Limited Title Certificates (LTCs), input critical data into the land database, and maintain a detailed LTC log for tracking.
• Document Review & QA: Review acquired easements and leases for accuracy before submitting to supervisors for final approval and recording.
• Tracking & Logging: Implement and manage easement and condemnation logs to ensure traceability and status transparency across documents.
• Document Generation: Prepare land documents for acquisition, including easements, leases, and condemnation packets, ensuring all documents meet internal and regulatory standards.
• Reporting: Generate reports from the land database as needed to support project management and decision-making.
• Legal Coordination: Review condemnation files for completeness before transmitting to legal counsel.

Skills & Competencies

• ✅ Experience in land administration, document control, or related land services
• ✅ Proficiency in Microsoft Office (Word, Excel); database systems experience is a plus
• ✅ Strong attention to detail and accuracy in data handling and document preparation
• ✅ Excellent organizational skills with the ability to prioritize and manage time effectively
• ✅ Proactive problem-solving and initiative-taking in a deadline-driven environment
• ✅ Familiarity with land documentation, title research, easements, and leases
• ✅ Understanding of land description, terminology, and legal document analysis
• ✅ Ability to recommend process improvements and maintain quality standards

What You Bring

• Experience: Prior experience as a document specialist or land administration professional is highly preferred.
• Technical Skills: Solid PC skills and comfort with document processing, data entry, and reporting tools.
• Mindset: Ability to work independently, manage competing deadlines, and stay organized under pressure.
• Land Knowledge: Working knowledge of land procedures, document standards, and legal frameworks.

Why Halo Land Management?

• Mission-Focused Work: Join a company committed to excellence in land services across the energy and infrastructure sectors.
• Team-Oriented Culture: Work alongside a supportive and skilled team of land professionals.
• Room to Grow: Halo values initiative and provides opportunities for skill development and advancement.

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