Overview
Executive Assistant Jobs in Stevens Point, WI at Stevens Point Area Public School District
Coates Field Service, Inc. is seeking an experienced Document Supervisor to be responsible for the day-to-day duties on various right-of-way projects. The successful candidate will have superior written, verbal, and organizational skills as well as the ability to prioritize constantly changing requirements related to matters of high confidentiality. This is a project-based position supporting many roles and projects concurrently. This position requires advanced computer skills including but not limited to experience in database entry and reporting, cloud file sharing applications, etc. The ideal candidate will be a self-starter familiar with deeds, easements, and other land acquisition documents, capable reading and interpreting design plans and title reports, and adept at producing accurate deliverables on short notice. This role will oversee a team of multiple Document Specialists and will serve as a direct point of contact for client project management teams as well as internal management/executives.
No per diem is available for this in-house position; candidates local to Oklahoma City, OK are encouraged to apply. Hybrid work schedule available for qualified candidates.
Key responsibilities:
Oversee the work of multiple Document Specialists assigned to various right of way projects
Interact directly with both Coates management/executive staff and external client leadership
Support various teams with assigned projects in manners including but not limited to: leading team meetings and project correspondence, various administrative tasks, tracking of project deliverables, dates and monitoring of deadlines
Draft various right of way and land acquisition documents (easements, leases, etc.); review documents drafted by team members
Create and distribute relevant correspondence and progress trackers to the team, projects, and senior management (internal and external)
Communicate all issues to management prior to reaching critical status
Manage documents and data in an electronic environment
Maintain data in project databases
Read design plans to understand land rights needed
Examine right of way documents to identify key components such as assignability, abandonment clauses, lease terms, restrictions, etc.
Develop and maintains accurate and complete files for projects; continuous monitoring for integrity and completeness
Maintain and develop process improvements and training methods for primary functions of role
Process payments to various outside parties using established internal procedures
Provide ad hoc reports as requested by team members, project teams, and leadership as directed
Pull basic ownership/tax info from county sources as needed
Review legal documents to ensure correct execution and notarization
File various documents with appropriate county clerks as needed
Coordinate office activities with internal personnel, field personnel, subcontractors, landowners, clients, and other vendors as needed
Provide additional administrative support as required
Specialized knowledge/education required:
Previous experience drafting and reviewing land and right of way acquisition documentation
Prior supervisory experience
Advanced computer literacy, comfort operating in digital environments
Knowledge of proper legal document execution practices, such as what signatures are required for trusts, corporations, estates, etc.
Knowledge of due diligence review regarding right of way files and understanding of key terms in right of way acquisition agreements
Understanding of design sketches and legal descriptions
Who We Are:
Coates has a 75-year history providing comprehensive land acquisition and right of way services to municipalities, utilities, energy providers, and oil and gas companies nationwide. The first firm of its kind, we are widely recognized as a leader in the land and right of way acquisition industry. A national corporation, Coates has the depth of knowledge and the agility to respond to client needs in all 50 states. Coates is headquartered in Oklahoma City, Oklahoma, with regional offices located throughout the United States. It is our mission to provide professional, high-quality, cost-efficient land acquisition and right of way services our clients need, when and where they need us.
Coates is committed to rewarding the loyalty of the national team of Coates’ Employees. Coates hires the best candidates available for all positions, without regard to the individual’s race, religion, or sexual preference, or orientation. Coates is an Equal Opportunity Employer (EOE).
Coates offers a comprehensive and generous benefits package, including medical/dental, vision, STD/LTD, life insurance, paid time off, company-paid holidays, and more!
Title: Executive Assistant
Company: Stevens Point Area Public School District
Location: Stevens Point, WI
