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 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.