Description

Job Title: Right of Way Documents Coordinator
Location:  St. Charles, Illinois

 

Position Summary:

The Right of Way Documents Coordinator is responsible for overseeing the daily operations and quality control of the document management process across land acquisition and right-of-way (ROW) projects. This role supervises Document Specialists and ensures the timely, accurate, and compliant preparation, review, and maintenance of legal and technical documents. The Document Coordinator acts as a liaison between internal teams, land agents, and clients to ensure that all documentation needs are met and that project timelines are supported through efficient document workflows.

Key Responsibilities:

• Supervise and support Document Specialists, ensuring consistency, accuracy, and compliance in all documentation related to ROW and land acquisition projects.
• Act as the primary 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, project managers, and clients 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.
• Train new Document Specialists and conduct periodic audits of document practices to ensure compliance with internal policies and regulatory guidelines.
• Oversee preparation of client-facing 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 3 years of experience in ROW document management or a related field.
• Prior experience supervising or mentoring staff is preferred.
• 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 St. Charles, IL
• On-site or hybrid depending on project and client requirements