Document Specialist Or Document Lead/Manager

Job Title:

Right of Way Document Specialist Job Description The Right of Way Document Specialist manages and maintains right of way land records and databases to support complex utility and pipeline projects. This role focuses on accurate document control, data management, and administrative support for the land management team, ensuring that all right of way documentation, procedures, and reports are complete, compliant, and organized throughout the life of each project. Responsibilities Work across multiple land projects to provide comprehensive right of way document and administrative support to the land management team. Manage and maintain the right of way database, ensuring that all data is entered accurately and in accordance with project right of way procedures. Generate documents and reports required by right of way procedures and project guidelines. Ensure that land files are created, organized, and maintained in compliance with established Land Procedures and project standards. Oversee all land administration activities related to document control and file management. Verify that all right of way data is correctly input into the database and meets quality and accuracy requirements. Ensure the accuracy of all right of way data exports and reports generated from the database. Assist in producing land acquisition cost totals and forecasts for projects when requested. Produce and distribute database reports as requested by project personnel and leadership. Collaborate closely with project personnel and the land management team to assess and improve the accuracy, efficiency, and usefulness of database reports. Ensure all tasks follow approved Project Procedures and right of way processes. Assemble and maintain right of way tract files in accordance with approved Project Procedures. Maintain electronic copies of landowner documents and ensure they are stored and organized according to project requirements. Oversee and assist in preparing complete acquisition packages prior to issuing them to Land Agents. Review executed documents for accuracy, completeness, and adherence to project and legal requirements. Review payments related to easements and damages for accuracy and proper documentation. Prepare ownership, survey permission, and construction line lists to support project activities. Prepare releases and subordinations for mortgages and liens when required by approved Project Procedures. Assist with landowner mailings and track registered and certified mail receipts to ensure proper documentation. Record executed documents in the appropriate county offices after obtaining required approvals. Administer line list reports, survey restrictions reports, and construction restrictions reports to support project planning and execution. Review completed files to confirm execution by all parties in interest, verify proper notarization, and ensure all supporting forms are properly executed. Transfer all original documentation to office files and send required instruments for recording as needed. Review tract files for completeness and compliance with approved Project Procedures before finalization. Review each condemnation file for completeness and transmit it to the appropriate project leader for further action. Arrange for the transfer of hardcopy tract files to the client at project completion. Support the ongoing administrative needs of the land management team, including document handling, data entry, and coordination tasks. Adhere to the project Safety Plan and follow all applicable safety procedures and guidelines. Essential Skills Demonstrated right of way (ROW) and land experience, specifically supporting utility (electric or gas) or pipeline projects. Hands-on experience working with land documents, including easements, releases, subordinations, and related right of way records. Very strong data entry skills with a focus on speed, accuracy, and consistency. Proficiency with Excel, including the ability to create pivot tables and perform VLOOKUPs and similar functions. Meticulous attention to detail, with the ability to ensure accuracy in all data, documents, and reports. Strong organizational skills to manage multiple projects, files, and deadlines simultaneously. Ability to follow detailed project procedures and land processes precisely. Effective collaboration skills to work closely with project personnel and land management teams. Ability to review legal and technical documents for completeness and accuracy. Commitment to maintaining data integrity, document security, and procedural compliance. Additional Skills & Qualifications Prior experience supporting right of way programs for large utility or pipeline organizations. Experience administering land databases and generating complex reports for project teams. Familiarity with county recording processes and requirements for executed land documents. Experience preparing acquisition packages and working with Land Agents or similar field personnel. Ability to track and manage certified and registered mailings to landowners. Strong written and verbal communication skills for interacting with internal teams and stakeholders. Ability to thrive in a collaborative, project-driven environment with evolving priorities. Comfort working on long-term, multi-year infrastructure projects. Work Environment This position is based on site in Madison, WI, with a hybrid schedule. The Right of Way Document Specialist will work in the office at least Tuesday through Thursday each week, with a potential need to be in the office on Mondays during the initial phase. Fridays may be worked remotely, depending on project needs. The role is office-based and computer-intensive, with extensive use of Excel and land database systems to manage right of way data and documentation. The work environment is collaborative and project-focused, supporting long-term, multi-year utility right of way programs. Standard professional office attire is expected. Travel is primarily limited to commuting to the Madison office, with most responsibilities performed in an office setting. Job Type & Location This is a Contract to Hire position based out of Madison, WI. Pay and Benefits The pay range for this position is $28.00 - $34.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Madison,WI.

Application Deadline This position is anticipated to close on Jun 5, 2026. About Actalent Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.