Title Records Specialist

Stronghold Investment Management•Dallas, TX

4d•$55,000 - $75,000

About The Position

We are seeking a Title Records Specialist with direct experience working in or closely with County Clerk or County Recorder offices to lead our efforts in acquiring, organizing, and managing real property records across the United States. This role is essential to supporting Stronghold’s acquisition and legal workflows, particularly in oil and gas. You will be responsible for sourcing and managing critical title documentation—from deeds to leases and curative instruments—ensuring that our internal teams have clean, verified, and organized access to real property records. This is an ideal opportunity for someone who understands the inner workings of county-level recordkeeping and wants to bring that expertise into a fast-paced, tech-driven investment environment.

Requirements

5+ years of experience working in a County Clerk or County Recorder’s office, or in a land/title role that frequently interfaces with such offices.
Deep knowledge of public land records systems, legal document types (deeds, leases, assignments), and recording procedures across jurisdictions.
Strong organizational skills and familiarity with land records software, imaging systems, and metadata/tagging principles.
Ability to manage high volumes of documents with precision and accountability.
Proficiency with Microsoft Excel, SharePoint/OneDrive, and PDF editing tools.
High integrity, self-starting mindset, and a strong commitment to process improvement.

Nice To Haves

Familiarity with land software (e.g., Quorum, iLandMan) is a plus.
Bachelor’s degree preferred; library science, paralegal or land certification a plus.

Responsibilities

Title Records Acquisition & Relationship Management
Proactively obtain real property records and other documents from counties across the U.S. through online portals, physical visits, phone/email requests, or third-party services.
Leverage your understanding of county clerk/recorder systems to expedite document searches, certification requests, and official copies.
Build and maintain relationships with county officials and third-party abstractors across jurisdictions.
Document Management & Systems Oversight
Maintain and continuously improve our internal title records repository, ensuring documents are well-indexed, tagged, and searchable.
Collaborate with the technology team to implement enhancements to document retrieval, classification, and storage processes.
Monitor large volumes of documents for completeness, duplicates, and errors, escalating issues as needed.
Cross-Team Coordination
Partner with acquisitions, legal, and land teams to fulfill document requests and support due diligence processes.
Assist with organizing title packages for internal review, deal evaluation, or third-party counsel.
Track title deliverables and generate reporting on status, volume, and coverage by basin or project.
Quality Assurance & Compliance
Review documents for legibility, correct indexing, and consistency with legal requirements or transaction checklists.
Maintain internal logs of sourcing notes, certifications, and communication with counties or third-party vendors.
Contribute to ongoing title standardization initiatives and ensure recordkeeping supports regulatory and audit requirements.