Tishman Speyer is one of the leading owners, developers and operators of
first class real estate in the world. The company's commitment to
excellence, and its mission to create value for its investors and
tenants, places Tishman Speyer at the forefront of the real estate
industry as it acquires and develops properties, and manages its
portfolio and assets.

 

We are seeking a confident and proactive Records Manager to establish
the Records Management Operations in our Bangalore, India office. The
candidate will have day to day responsibility for the service ensuring
it meets the Company needs and local requirements. 

 

This requires a customer focused person to be responsible for the
management of the delivery of paper-based filing and archiving including
the on-site filing service (physical and electronic media) and off-site
archive. The role includes liaising with staff in our various Indian
offices, as well as contributing to the strategy and implementation of a
project to transfer from paper to electronic records using our current
applications. Knowledge of records management, legal requirements,
records retention schedules, a professional qualification and five to
sever years experience in a similar role is required.

 

Understanding of Documentum tools RM, RPS, etc., or other similar ECM
application is very helpful.

 

 

Position :  Records Manager - India

 

Location:   Bangalore Office; Role includes travel within India &
infrequent trips to US

 

Purpose :   To establish and define the functional and operational
responsibilities of the role of the Records Manager.

 

Scope :     This job description will establish and define, but will not
be limited to, certain functions and operational responsibilities of the
job-holder.  The employee's job performance will be measured, in part,
by the job-holder's performance in relation to the responsibilities set
out in this job description. 

 

In details, the scope of the role is to establish a Records Management
program in India, including the management of paper and electronic
records and documents in both Documentum, and Shared Drives as it
relates to information for all key property and entity records and
documents for all TS Indian projects and entities. 

 

In addition to training personnel and establishing liaison positions in
each office, the person will eventually assist in the creation of a
unified global document management system.  Creating File Plans for each
discipline and records retention schedules.

 

Functional Responsibilities 

 

The Records Manager is responsible, among other duties for the
implementation and management of the Document Management Policy within
Tishman Speyer at all its Indian offices.  This includes, but is not
limited to:

*     Establishing procedures for managing physical records, storage and
retrieval for all company physical records throughout all Indian
offices. New hire to travel to the US for a complete training on all of
the processes, guidelines, policies and systems use in the US. 

*     Providing expertise to business units on effective application of
document management systems, including imaging systems, reorganization
of shared drives or other electronic records platforms

*     Assisting in the management of due diligence documents for
prospective deals.

*     Meeting with Senior Management and Finance leaders to analyze the
potential use of workflow reports. 

*     Scanning and or Importing of closing documents for all company
transactions - past, present and future. These include, but are not
limited to design, construction and development, acquisition, financing,
disposition, fund closings, leases, management and all other key company
records and documents. This includes data entry 

of each document attributes to be scanned to our database, printing
scanning barcodes for each document and scanning each document to DocNet
using our current applications.  

*     Meeting with the head of Design and Construction and establish a
standard filing system for all construction records and documents for
all construction projects. 

*     Speaking with each design and construction project manager and
other executives in the various disciplines within the office to
establish liaison position in each project, instructing liaisons with
respect to proper management of paper records, including FileSurf
training, storage procedures, obtaining key records and documents for
scanning into DocNet.   

*     Meeting with the head of Property Management and property managers
in order to get a consensus and establish a standard filing system for
all PM offices through out all our Indian offices; identifying key
records and documents that must be kept locally and sending all inactive
files to off-site storage. 

*     Meeting with each Property Manager in order to scan all as-built
drawings for long term projects to DocNet. 

*     Promoting and implementing all Records policies and procedures as
directed by the Director of Records Management.

 

*     Overseeing database data entry by Indian office liaisons.

 

*     Working on the development of initiatives and projects and fully
participating in their execution.

 

*     Providing orientation for new employees including procedures and
FileSurf training, as needed.

 

*     Interacting with branch offices, creating liaison positions in
each office, on Records related issues as appropriate. 

*     Support the Director of Records Manager with implementing a
unified Records Management solution across our Indian offices.

*     To support and if necessary participate in the development of
asset management solutions including training of Tishman staff.

*     To contribute to the transition from traditional information
management to digital asset management, supporting archiving processes,
and managing content and metadata throughout the lifecycle of records.

*     Take a leading role in auditing existing assets and associated
electronic and hard copy information.

*     Help track implementation of agreed standards and measure
practices against agreed policies, reporting areas of non-compliance to
the Director of Records Management 

 

*     Build and maintain close working relationships with departments to
select and document material for preservation and help co-ordinate, the
preservation of selected material. 

 

*     Help evaluate archive technology appropriate to business need. 

 

*     Work with the Director of Records Management to promote knowledge
management strategy. 

 

*     Select material and information for retention according to agreed
policies and guidelines.

 

*     Support enhancements and ongoing developments to current and new
asset management systems.

 

*     Liaise with other departments and third parties as appropriate.

 

*     Facilitate research by knowing where assets are stored.

 

 

Interested candidates who meet the criteria aforementioned, please email
your CV to [log in to unmask]     

 


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