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: