Document Specialist

About Halo Land Management

Halo Land Management partners with leading energy companies to support critical oil and gas development. Our teams handle everything from title and abstracting to right of way and land negotiation. We move fast, we value accuracy, and we care about how work gets done, not just that it gets done.

As we grow, we are building a consistent standard for what success looks like in every role. This Document Specialist position is a key part of that effort.

Position Summary

As a Document Specialist, you are the final line of clarity before deliverables reach clients, attorneys, and project leadership. You take raw title, lease, curative, and ownership documentation and turn it into clean, consistent, submission ready packages that support decisions across oil and gas, renewable, and utility work.

You will manage file organization, formatting standards, version control, and accuracy checks across multiple projects. The ideal candidate is process driven, detail focused, and comfortable owning deadlines without micromanagement.

Key Responsibilities

Document Preparation and Formatting

• Organize, name, and format project documents including leases, abstracts, flowcharts, curative records, and chain of title support.
• Ensure files meet Halo and client standards for file order, naming conventions, bookmarks, indexing, and metadata.
• Merge, split, compress, and annotate PDFs for internal review and external delivery.
• Build clean run sheets and document indexes that make packages easy to review and defensible in audit.

Accuracy and Quality Control

• Cross check document content for completeness and consistency, including legal descriptions, tract numbers, dates, grantor grantee information, and supporting exhibits.
• Identify issues early such as missing pages, duplicates, mismatched tracts, incorrect labeling, or incomplete packets.
• Flag discrepancies clearly and coordinate corrections with abstractors, land teams, or project leadership.
• Maintain consistent formatting across projects, even when incoming files are inconsistent or low quality.

File Management and Project Support

• Maintain structured digital file systems with clear version control and accessible folder standards.
• Upload final deliverables to client portals and internal systems in alignment with deadlines and submission requirements.
• Coordinate with abstractors, landmen, title attorneys, admins, and team leads to ensure documentation integrity.
• Track workflow status and communicate blockers, timing risks, and handoff needs proactively.

What Success Looks Like

While every project is different, success in this role generally follows a progression.

Within 30 Days

• Learn Halo document standards, naming conventions, and file structure expectations.
• Understand the typical document flow from incoming packet to final submission.
• Build confidence in PDF editing, bookmarking, indexing, and packaging requirements.
• Know who to go to for clarifications and approvals while reducing rework through strong first pass accuracy.

Within 90 Days

• Independently manage multiple document queues while meeting turnaround expectations.
• Deliver consistent, client ready document sets with minimal revisions required.
• Catch issues early and communicate clearly so downstream teams are not delayed.
• Maintain strong organization and version control across active projects.

Within 6 to 12 Months

• Be viewed as a go to resource for document standards, packaging quality, and process improvement.
• Reduce recurring errors through checklists, pattern recognition, and proactive coaching to upstream partners.
• Take ownership of higher complexity packages such as heirship support, curative compilations, and attorney review sets.
• Grow into expanded responsibility areas such as land administration support, curative coordination, or team leadership tasks based on interest and performance.

Required Qualifications

• 1 plus year of experience in document processing, records management, legal support, land administration, or a closely related role.
• Proficiency with Adobe Acrobat and PDF editing tools, including bookmarks, indexing, merging, splitting, compression, and annotation.
• Strong organizational skills and attention to detail with the ability to manage multiple priorities at once.
• Strong written and verbal communication skills, including clear documentation of issues and professional internal follow up.
• General technical proficiency with Microsoft Excel, Word, and file sharing platforms such as Box, Dropbox, or SharePoint.
• Must operate under a registered LLC or be willing to establish one.

Preferred Qualifications

• Familiarity with land, lease, title, or curative documents.
• Experience supporting abstractors, title examiners, landmen, or legal teams.
• Comfort working with tract level materials such as tract maps, legal descriptions, deed records, and supporting exhibits.
• Exposure to tools and sources such as Landex, courthouse portals, or other public record systems.

Culture and Team Fit

A strong fit for this role is someone who:

• Is process driven and takes pride in clean, consistent deliverables.
• Communicates early when something does not add up and does not push problems downstream.
• Thrives in a fast paced environment where accuracy and turnaround both matter.
• Brings a team first mindset and is willing to help others meet a deadline when needed.
• Represents Halo with professionalism in every handoff, whether internal or client facing.

What You Can Expect

• Clear expectations and standards for quality and formatting.
• A team environment that values both speed and precision.
• Remote flexibility with steady project volume and meaningful work.
• Opportunities to grow into curative, abstracting support, or expanded project coordination depending on performance and interests.
• Leaders who want to understand your strengths and set you up to succeed with the right work mix and support.