Job Description

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 will manage, format, organize, and verify title, lease, curative, 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 based in Canton, Ohio, Halo is one of the fastest-growing land services 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 lease packets and five title abstracts are ready for formatting. You open a PDF packet, check document naming conventions, ensure file completeness, and verify that the legal description matches the corresponding tract map.

By mid-morning, you’re exporting a clean, indexed run sheet, merging source documents, and bookmarking the abstract for attorney review. You catch a duplicate lease page, flag it, and confirm with the abstractor.

Later, you’re assembling heirship reports and flowcharts, ensuring consistent styling, converting everything to submission-ready formats, and uploading final files to the portal — all before the client deadline.

Key Responsibilities

• Organize, name, and format legal documents (leases, abstracts, flowcharts, curative records, title chains)
• Verify consistency across documents, run sheets, and supporting data
• Ensure files meet Halo and client formatting guidelines (bookmarks, file order, naming, metadata)
• Merge, compress, split, and annotate PDFs as needed for internal or external delivery
• Cross-check document contents for accuracy (legal descriptions, tract numbers, dates, etc.)
• Maintain well-structured digital file systems across multiple projects and clients
• Coordinate with abstractors, landmen, title attorneys, and team leads to ensure data integrity

What Success Looks Like

• Accurate, well-organized, and client-ready document sets submitted on time
• Consistent formatting across projects, regardless of incoming source file quality
• Early detection of document issues (missing pages, mismatched tracts, duplicate files)
• Smooth collaboration with land teams to confirm unclear or incomplete inputs
• Proactive file management that supports version control and team accessibility

Qualifications

• 1+ year of experience in document processing, records management, or legal/land admin roles
• Proficiency with Adobe Acrobat, PDF editors, and document formatting tools
• Excellent organizational skills and attention to detail
• Familiarity with land, lease, or title documents is a strong plus
• Ability to work across multiple projects while hitting formatting and turnaround deadlines
• Strong communication skills — written and verbal — for confirming details with team members
• Familiarity with Microsoft Excel, Word, and file-sharing platforms (e.g. Box, Dropbox, SharePoint)

Bonus Points

• Experience working in oil & gas, renewables, or land services
• Background supporting abstractors, title examiners, or legal teams
• Familiarity with tract maps, deed records, and legal descriptions
• Previous use of tools like Landex, courthouse portals, or e-recording platforms

Why Halo?

At Halo, Document Specialists are the silent heroes of high-impact land projects. Your work ensures every file that reaches a client or attorney is clean, consistent, and legally usable. We offer remote flexibility, a supportive and fast-paced team environment, and a constant stream of meaningful work — with room to grow into curative, abstracting, or land administration roles.

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