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

• 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

Document Control & Data Management

• 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

Land Systems Implementation & Management

• 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

Landowner & Payment Administration

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

Recording & Title Coordination

• 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

Cross-Functional Support

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

Identify and implement process improvements to enhance efficiency, visibility, and risk mitigation

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)

Technical Skills

• 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