Real Estate Records Specialist

Department:  Conservation Services

Reports to:  Conservation Easement Program Director

FLSA:  Exempt

Position Summary

Works closely with project managers and conservation easement program staff to provide administrative support during all phases of real estate projects and conservation easement administration. Collects and organizes all real estate related information (paper and electronic) in accordance with Land Trust Alliance (LTA) standards and oversees real estate and project tracking database. Will be expected to perform work requiring a high degree of accuracy and strong organizational skills.

Primary Responsibilities

Real Estate Transaction Support

  • Assist project managers in preparing grant applications and funding requests
  • Assist project managers with due diligence for real estate projects
  • Assist project managers with document preparation, review, finalization, and mailing (proposals, baseline documentation reports, conservation easements, etc.)
  • Prepare draft acknowledgement letters for completed real estate transactions
  • Attend real estate settlements for direct document collection
  • Provide other departments and external partners with appropriate documents as necessary
  • Attend Conservation Programs Committee (Board subcommittee) and department meetings

Maintain all Real Estate Records and Information

  • Oversee Real Estate and Project Tracking Database
    • Responsible for ensuring timely and accurate input of all new records, as well as notification to other departments
    • Manage ongoing review, verification, and updating of existing records
    • Develop and document sound input/verification processes with assistance of Constituent Services Coordinator
    • Create/produce reports as needed
    • Work with Systems Developer to improve data collection and reporting
  • Oversee Real Estate Records
    • Responsible for maintaining an organized system of centrally located (paper and electronic) original documents and working files for all Real Estate projects in accordance with LTA standards and Natural Lands’ recordkeeping policy
    • Maintain checklists to ensure that all required documents are timely received and filed for ongoing and recently closed projects
    • Manage ongoing review, verification and updating of closed project files

Conservation Easement Program Support

  • Work with Constituent Services Coordinator and Easement Program staff to assist with document preparation, review, and mailing
  • Assist with tracking and reporting of easement administration data
  • Attend biannual Easement Committee meetings

General Assistance

  • Assist all project managers with project setup and creation of project work order
  • Work closely with project managers to gain an understanding of new and ongoing real estate projects and collect all necessary documentation
  • Provide administrative and clerical support
  • Special projects as assigned

Secondary Responsibilities:

  • Maintain Notary License and perform notarial services as requested
  • Assist with document preparation for the accreditation process


  • Associates’ degree with three years’ work experience with real estate transactions (e.g. title agency, real estate office, or related), Bachelor’s degree a plus;
  • Demonstrated ability to organize complex data;
  • Knowledge of and experience with Land Trust Standards and Practices is a plus;
  • Detail oriented individual with good organizational skills, ability to handle multiple projects simultaneously and maintain accuracy at all times;
  • Database experience required (Salesforce a plus);
  • Good computer skills, proficient in MS Excel and Word;
  • Ability to adapt quickly to a changing environment and require minimal guidance;
  • Demonstrated problem solving and communication skills;
  • Highly motivated, responsible, reliable and dependable;
  • Customer service attitude with internal and external contacts;
  • Flexible when dealing with changes in work plans.

Physical Requirements/ Working Conditions

This is an office-based position, requiring frequent sitting for long periods, with occasional periods of walking, standing, bending and reaching. The position requires use of the computer and the telephone and sometimes handling large printed materials or packages for mailing.

To Apply

Click here to apply using our online application system. Follow the application instructions to submit your resume and letter of interest. Address correspondence to Jeni W. Albany, Director of Human Resources.