Tishman Speyer is one of the leading owners, developers, operators, and managers of first-class real estate in the world, having managed a portfolio of assets since its inception of over 116 million square feet and more than 92,000 residential units in major metropolitan areas across the United States, Europe, Latin America and Asia.

We seek a dynamic and progressive RIM professional with outstanding communication skills, and clear knowledge of the RM discipline.  Candidates must be proactive, and see projects from beginning to successful completion.   All those who wish to be considered for this position must email their Curriculum Vitae, with cover letter to the following email address: [log in to unmask]<mailto:[log in to unmask]>

Job Title: Records Manager
Location:  NYC - Midtown - Company HQ

DESCRIPTION

This role is responsible for the management, coordination, and driving from start to
successful completion the restructure of all of the Company’s shared drives. This
includes, but is not limited to the analyses of business requirements, recommend,
develop and/or reengineer file structures to meet business requirements, identify key
corporate records, identify records/documents that can be destroyed based on current
retention policies, work with IT Infrastructure personnel in the management of user
security permissions within the restructured shared drives and get sign-off from IT prior
to implementing a new structure and proposing new permission changes to the business.

Manages the Company’s Records Retention Program; ensures compliance with code of
federal regulations, state law, corporate policy and procedure and financial and
regulatory accountabilities. Trains TS personnel on the policies and legal requirements
pertaining to records retention; ensures records are being maintained according to TS
records retention policy and state and federal legal requirements. Leads the review,
identification, implementation and enforcement of TS records retention policies

RESPONSIBILITIES:


•        Analyze business requirements, recommend, develop and/or reengineer business

·         processes for the successful management of physical and electronic records and

·         document solution that will meet business goals and strategies.

•        Ownership and life cycle management of files on all file shares

•        Ownership and management of disk space usage and availability on servers with

·         file shares

•        Manages directory hierarchies on file shares according to business requirements

•        Create drafts of policies and procedures for several disciplines within the

·         company for review and obtain approvals.

•        Provide day to day direction, monitor on-going projects for efficiency and

·         completion

•        Responsible timely completion of projects and tasks as assigned

•        Manages the Company’s Records Retention Program; ensures compliance with

·         code of federal regulations, state law, corporate policy and procedure and

·         financial and regulatory accountabilities.

•        Trains TS personnel on the policies and legal requirements pertaining to records

·         retention; ensures records are being maintained according to TS records

·         retention policy and state and federal legal requirements.

•        Leads the review, identification, implementation and enforcement of TS records

·         retention policies.

•        Oversees the operating procedures of storage and retrieval of active and inactive

·         permanent records.

•        Ensures the protection of vital records and preservation of historically valuable

·         records.

•        Coordinates litigation responses to subpoenas and production of records.

•        Analyzes and evaluates records retention management throughout the US

·         offices and recommends cost effective improvement strategies, promotes and

·         fosters systematic and efficient records retention program initiatives.

•        Manages the Records Center operations, including the computerized inventory

·         and synchronization of the TS Physical Records Management database and offsite

·         vendors systems. As well as the organization, receipt, indexing, retrieval,

·         access and destruction and archival of corporate records.

•        Prepares project proposals and cost analysis; and provides monthly statistical

·         status reports.

•        Coordinates office records clean-up events in HQ and regional offices.

•        Manages/processes storage and shredding billing and adheres to budgets.

•        Performs other job-related duties as assigned.

QUALIFICATIONS/REQUIREMENTS


•        A minimum of 7 years of advanced RM knowledge; including records retention

disposition procedures.

•        Experience and knowledge of records management principles, trends and life

cycle for each discipline with ability to translate and apply to TS.

•        Previous experience with implementation, process improvement and working

with staff is preferred;

•        Strong project management skills to effectively plan, execute, attain needed buy-in,

•        communicate and measure program progress and results. This applies to

both business owners and senior records management team members.

•        Must be able to work independently and in a team environment

•        Be proactive and be able to meet goals and tasks

•        Strong customer service skills

•        Working knowledge of electronic document management systems. Experience

with Shared Drives, SharePoint, is a plus.

•        Coordinate archiving of records for all offices in the U.S.

•        Coordinate secured document and material destruction in the U.S.

•        Implementation of the Company’s records retention schedules

•        Create and establish standard operating procedures and business rules as

needed.

•        Train personnel with respect to Records Management procedures, policies,

processes as needed

•        Problem-Solving Expertise: Identifying and defining problems/goals including scope and

•        sequence or priorities for attainment; selecting and implementing alternative solution

•        strategies; and supervising resources, constraints, and contingencies.



Influencing Capabilities: Actions designed to assure the achievement of identified objectives in this area of functional responsibilities; accurate analysis of situations with appropriate related follow-up and supervisory approach responses; effective management of interpersonal behavior and/or conflict; demonstrated high level of adaptability required to effectively manage diverse, changing, and even competing task expectations.



Supervisory/Administrative Skills: Basic set of supervisory skills involved in the efficient administration of this function including directing, implementing,

motivating/communicating, and evaluation the services it provides for the organization.



Planning Orientation: Demonstrated competency in operational planning processes; ability to understand, and commitment to integrate the contributions to be made through this function; assessing, allocating and supervising the use of resources (material, staff, capital) in a prudent and orderly manner; monitoring, measuring and taking corrective actions required to achieve targeted results.



•        Communicates Effectively: Presents ideas clearly and influentially through various means; identifies/shares important information in a timely manner; appears knowledgeable and confident in communicating information.



•        Work Ethic: Dependable and meets commitments by exhibiting willingness to put in extra effort to get the job done.


•        Organization: Develops plans to achieve objectives by identifying resources needed, time allocations, and anticipated obstacles. Utilizes planning tools and methods for prioritizing organization and following through.