Land Records Management Specialist

Plains All American•Houston, TX

8d•Onsite

About The Position

Plains is an industry-leading transportation and midstream provider specializing in transportation, storage, processing and marketing solutions for crude oil. We own an extensive network of pipeline transportation, terminalling, storage and gathering assets in key oil producing basins and transportation corridors and at major market hubs in the United States and Canada. The company is headquartered in Houston, Texas. We’re on the lookout for passionate self‑starters who thrive in fast‑moving, collaborative, and innovative environments. We are looking for an experienced and motivated individual to fill the position of Land Records Management Specialist within our Land Records group based in Houston, Texas. The Land Records Management Specialist will maintain our on-site and off-site physical files and ensure compliance with land records management requirements and records retention schedules. This role will also be responsible for other document control activities and administrative tasks.

Requirements

Highly organized, detail oriented, and excel at creating and managing processes.
Develop and maintain systems for document storage including security and access.
Proficiency with MS Office 365, including Word, Excel, PowerPoint, and SharePoint
Excellent Computer Skills with all aspects of various mapping software, particularly ArcGIS, Google Earth, and Deed Plotter Software.
Strong interpersonal and communication skills - both written and verbal.
Ability to work under deadlines and on multiple projects.
Ability to work in a fast-paced team environment.
Must be goal oriented, approaching projects with a sense of urgency and drive.
Must be a team player who possesses the ability to adapt to new technologies, workflows and processes.
A high school diploma or GED is required.
2+ years of related experience including document management and report development is required.
Cleared criminal history (background) and satisfactory reference checks
Compliance with the Company’s drug and alcohol policy including pre-employment D&A testing.
This position is not eligible for employment-based visa sponsorship. Applicants must be authorized to work in the U.S. for the duration of their employment.

Nice To Haves

An associate degree or related specialized/technical training is preferred.
Credentials as a Certified Records Manager, Records Analyst and/or Information Governance Professional will be a plus.

Responsibilities

Process, organize and maintain systems for land records files storage including security and access.
Drive utilization of document management systems and associated processes.
Ensure all documents are properly stored and organized.
Implement procedures for compliance with document retention and destruction.
Track file locations and maintain chain of custody records.
Print and distribute documents as requested.
Collaborate with internal stakeholders and third parties to ensure all relevant documentation is produced and supplied in compliance with established document control requirements.
Responsible for the file numbering and barcode process
Maintain inventory of records/and file supplies.
Responsible for ordering file supplies (i.e. file folders etc.)
Run regular reports of missing files
Request copies of documents (from county records, state agencies, etc.)
Send documents to county clerk office to be recorded.
Assist with file migrations, audits, and document security.
Help maintain privacy and confidentiality of records.
Perform other document control activities and administrative tasks as required.