Document Specialist - Land Solutions

Job Locations US-MI-Southfield
Job ID 2021-1543
# of Openings
Land and ROW Services

Position Snap Shot

The Document Management Specialist’s primary responsibility is to support the Land Solutions Team through communication, accurate documentation, and overall coordination of client provided documents to ensure real estate is secured in a timely manner.  The Document Management Specialist will adhere to the quality assurance program for the group and serve as a liaison between Project Managers, Land Agents, and Atwell clients when necessary.  In this role, an employee will be expected to develop and demonstrate proficiency regarding the essential functions of the job found below.


- Deed and Title Research
- Reviews real estate documentation to establish a clear chain of title and establish authorized signatory and their capacity to execute real estate documents.
- Deed request process with Land Associates to ensure the proper parcels are encumbered by the Land Agent.
- Oversee the deed request process with Land Agents to ensure the proper parcels are ordered from the title company.
- Performs on-line deed research where required.
- Coordinate with title companies to ensure accurate deeds are submitted on time for document preparation.
- Oversee the document storage process to ensure complete and accurate files are kept for each landowner.
- Review title documents and advise Land Agents on supporting document needs.

- Lease Documentation
- Ensure that client provided document is always used and any revisions to such document are approved by the client.
- Proactively communicate with Land Agents to obtain supporting documentation prior to drafting agreements.
- Ensure that client provided documents meet county recording standards.
- Review and check work performed to ensure documents are prepared to meet client and Atwell standards.
- Review GIS exhibits to ensure targeted parcels are appropriately identified within lease and easements.
- Communicate weekly workload to GIS department for coordination of shared services.
- Communicate results to Document Coordinator, Team Leader and Project Managers regarding priority and conflicts.
- Oversee back end processing to ensure timely turnaround time.Track and report turnaround time in workflow matrix and communicate progress.
- Oversee execution package assembly to ensure timely delivery.
- Understands and oversees the appropriate handling and disposal of personal identifiable information including W9s.

- Land Acquisition Support
- Research land ownership contact information on an as-needed basis.
- Support in the process of coordination of public events
- Maintain project database such as geoAMPS and FlairDocs.

- General Position Responsibilities
- Take a primary role in coordination of the document processes.
- Supports engaging Land Agents in the document preparation process and standards.
- Follow up with landowners and Land Agents to obtain missing or new execution documents on an as needed basis.
- Engage in workflow analysis and reconciliation for Project Managers.

- Company Responsibilities
- Establish project objectives with Document Coordinator:
- Collaborate with client and management.
- Understand scope and schedule.

- Foster relationship with overall team:
- Keep team informed.
- Respond to team’s concerns in a timely manner.

- Ensure performance:
- Perform quality review of work.
- Plan, monitor, and appraise job results.
- Communicate with team members and management.

- Maintain project file:
- Collect and organizes project materials.
- Adheres to Atwell project file policies and practices.

- Maintain professional and technical knowledge:
- Continue to advance technical knowledge.
- Establish personal networks.

- Contribute to team effort:
- Accomplish related results as needed.

Day to Day

- Two (2) plus years of real estate or right of way experience, preferred
- Minimum of two (2) years of title examination or abstracting experience
- Proficiency in Microsoft office is required.
- Proven prior leadership experience highly desired.
- Background in land acquisition documents strongly preferred.
- Must have extreme attention to detail.


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