Document Specialist

Turn Paperwork into Precision. Support Land Projects at Scale.

At Halo Land Management, Document Specialists are the final line of clarity in a complex legal workflow. As a Document Specialist, you’ll manage, format, organize, and verify title, lease, permitting, and ownership documents — transforming raw legal data into structured, submission-ready files that drive decisions across oil & gas, renewable, and utility projects.

Founded in 2015 and headquartered in Canton, Ohio, Halo is one of the fastest-growing land service providers in the U.S. Our Document Specialists ensure every file is accurate, consistent, and delivered in a way that supports attorneys, landmen, abstractors, and clients alike.

A Day in the Life: From Raw Files to Legal Clarity

You start your day checking the team inbox — three new right-of-way contracts and several title abstracts are waiting for review. You open a packet, confirm document naming conventions, check completeness, and verify that the legal descriptions align with the tract and mapping data.

By mid-morning, you’re formatting, indexing, and merging files for attorney or client review, ensuring compliance with established templates and project guidelines. Later, you’re assembling ownership reports, updating metadata, and preparing internal due diligence checklists to confirm accuracy and identify any curative needs.

Before the end of the day, you upload final versions to the project portal — every page precise, compliant, and ready for action.

Key Responsibilities

• Organize, name, and format legal and land-related documents, including leases, right-of-way agreements, licenses, permits, and curative records.
• Perform internal due diligence to ensure the accuracy, completeness, and consistency of land rights and documentation.
• Identify deficiencies requiring curative action and coordinate with land, legal, or project teams to resolve them.
• Prepare land-related contracts and agreements using pre-approved templates.
• Verify consistency across documents, run sheets, and supporting data (legal descriptions, tract IDs, parcel maps, etc.).
• Ensure files meet Halo and client formatting standards (bookmarks, file order, naming, metadata).
• Merge, annotate, and compress PDFs for internal and external delivery.
• Maintain well-structured digital file systems across multiple projects, ensuring version control and accessibility.
• Communicate effectively with project managers, abstractors, and right-of-way agents to confirm details and resolve discrepancies.
• Follow established company policies, procedures, and workflows to perform work efficiently and accurately.

What Success Looks Like

• Accurate, well-organized, and client-ready document sets submitted on time.
• Consistent formatting and compliance across all projects and jurisdictions.
• Early detection and resolution of document issues, missing data, or curative gaps.
• Smooth coordination between land, legal, and project management teams.
• Strong internal due diligence processes that ensure every deliverable meets quality standards.

Qualifications

• Minimum 1 year of experience in the Right-of-Way or Real Estate industry, working in a Document Specialist or Land Administration capacity.
• Understanding of various land-related contracts and agreements, including fee simple, rights-of-way, leases, temporary workspace agreements, licenses, permits, and ordinances.
• Ability to read and interpret legal descriptions, property plats, and construction-related drawings.
• Strong attention to detail and organizational skills with the ability to manage multiple priorities.
• Proficiency with Adobe Acrobat, PDF editing tools, and document formatting software.
• Familiarity with Microsoft Word, Excel, and file-sharing platforms (Box, Dropbox, SharePoint, etc.).
• Excellent written and verbal communication skills for confirming details and reporting updates.

Bonus Points

• Experience in oil & gas, renewables, or utility right-of-way documentation.
• Background supporting abstractors, title examiners, or attorneys in a project-based environment.
• Familiarity with tract mapping systems, courthouse portals, or e-recording platforms.
• Experience preparing or reviewing certificates of insurance, bonds, or regulatory filings.