Records Specialist

Position Overview

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.

Key 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.

Qualifications

• 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.
• Familiarity with land software (e.g., Quorum, iLandMan) is a plus.
• High integrity, self-starting mindset, and a strong commitment to process improvement.
• Bachelor’s degree preferred; library science, paralegal or land certification a plus.

Why work with Stronghold?

At Stronghold, we strive to create a workplace that is not only rewarding but also satisfying. We believe our employees are the driving force behind our success, and we are committed to providing them with an environment where they can thrive and reach their full potential. When you choose to work with us, you'll be joining a team of highly talented professionals who are passionate about what they do and dedicated to bringing technology expertise to our domain. We value innovation, collaboration, and a commitment to excellence, and we provide our employees with the resources and support they need to succeed. If you're looking for a challenging and fulfilling career, we invite you to apply.

Benefits

• Market-competitive compensation
• Fully paid benefits (Medical, Dental and Vision)
• HSA
• 401k + Match
• Company sponsored LTD, STD, life insurance and AD&D
• Generous PTO policy
• 20 company recognized holidays 
• Class A offices in prime locations
• Parental Leave

Equal Opportunity Employer

Stronghold Investment Management is an equal opportunity employer. We believe in creating a diverse and inclusive workforce, where individuals of all backgrounds, experiences, and perspectives can thrive. We are committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by applicable laws. We encourage applicants from underrepresented groups to apply and embrace the unique contributions they can bring to our organization.