The OSP Administration Specialist – HOA & Easements is responsible for securing access to private property required for fiber network deployment, including Homeowners Association (HOA) approvals and private easements.
This role serves as a key liaison between Legal, Engineering, Market Planning, and Construction teams to ensure all required agreements are obtained, documented, and accurately tracked. The position requires proactive engagement with HOAs, property owners, and stakeholders to support timely project execution and minimize deployment risk.
Reports To: Vice President of OSP Engineering & Construction
Department: OSP Construction
Job Status: Non-Exempt
Responsibilities:
HOA & Easement Acquisition
- Secure access agreements within private communities, including HOAs, multi-dwelling units (MDUs), and individually owned properties
- Negotiate and obtain private easements and right-of-entry (ROE) permissions as required for construction
- Coordinate closely with Legal on agreement structure, review, and execution (including easement, MDU, and site access agreements)
- Serve as the primary point of contact for HOA boards and property owners throughout the approval process
Stakeholder Engagement
- Attend HOA board meetings and community meetings to present project scope, benefits, and construction impacts
- Conduct one-on-one meetings with homeowners when individual approvals are required
- Address property owner concerns and escalate issues as needed
Build and maintain positive relationships with community stakeholders to support long-term expansion efforts
Cross-Functional Coordination
- Partner with Engineering to ensure access approvals align with design requirements and routing
- Collaborate with Market Planning, Construction, and PMO teams to support project timelines and sequencing
- Work closely with Legal and leadership to resolve complex access challenges or escalations
System Documentation & Reporting
- Accurately document all HOA approvals, easements, and access agreements in Site Tracker and Vetro
- Ensure all records are complete, consistent, and align with project data requirements (critical to downstream reporting and forecasting accuracy)
- Maintain organized documentation including signed agreements, correspondence, and approval status
- Provide frequent, timely updates to leadership on access status, risks, and delays
Project Tracking & Compliance
- Track approval status across all assigned markets and ensure alignment with project schedules
- Identify risks related to access delays and proactively communicate mitigation plans
- Ensure compliance with internal processes and documentation standards
- Support audits and reporting requirements tied to permitting, funding, or regulatory compliance
3–5+ years of experience in right-of-entry (ROE), site acquisition, real estate, or telecom permitting
- Experience negotiating easements, site access agreements, or property rights
- Strong understanding of OSP construction processes and fiber deployment preferred
- Familiarity with HOA structures, property management, and community engagement
- Experience working with systems such as Site Tracker, Vetro, or similar platforms preferred
- Strong organizational, documentation, and reporting skills
- Excellent verbal and written communication skills
- Ability to manage multiple markets and priorities simultaneously
- Strong negotiation and stakeholder management skills
- High attention to detail and documentation accuracy
- Ability to navigate complex stakeholder and legal environments
- Proactive, solutions-oriented mindset
- Strong accountability and follow-through
