All,

 

I need some assistance in recruiting a RM for our Brazil (Sao Paulo)
office.  If you know of recruiters who specialize in RM and the Brazil
market, or any other assistance you can provide in locating a RM for
this position, please let me know.  Many thanks!!  Vladimir

 

 

JOB DESCRIPTION

 

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 a
Records Center in our Sao Paulo office. The candidate will have day to
day responsibility for the service ensuring it meets the Company needs. 

 

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 and off-site archive. The role includes
liaising with staff in our various Brazilian 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, a professional
qualification and five to sever years experience in a similar role is
required.

 

 

Position :  Records Manager - Brazil

 

Location:   Sao Paulo Office; Role includes travel within Brazil &
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 filing system in
Brazil, and scanning of all key property and entity records and
documents for all TS Brazilian 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.  

 

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 Brazilian offices.  This includes, but is not
limited to:

*     Establishing procedures for managing physical records, storage and
retrieval for all company physical records throughout all Brazilian
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 (via DocNet). 

*     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 Brazilian 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 Brazilian 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 Brazilian 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.

 

Required Skills / Experience

 

*     Bachelors Degree

*     A minimum of 5 to 7 years of solid experience in the Records
Management field.

*     Must be detail-oriented. 

*     Ability to use, and sufficient knowledge of, computer software
currently in use.

*     Experience and knowledge of scanning of documents.

*     Ability to work well independently and to 'roll sleeves up and
tackle tasks'.

*     Customer -focused attitude.

*     Strong communication skills:-

o     Ability to effectively listen to co-workers and respond to their
requests

o     Ability to interact effectively with all levels of personnel. 

o     Ability to understand and communicate in English, both verbally
and written. 

o     Ability to understand and communicate in Portuguese, both verbally
and written

o     Ability to travel between offices in order to effectively
communicate the program.

 

Qualifications

 

*     One of the following a recognized professional qualification in
Librarianship/Records Management or a qualification relating to archives
or information science, or a higher education qualification closely
related to the work of the service concerned, or substantial relevant
experience.

 

Required Knowledge

 

*     Knowledge of Content Management Systems.

*     Knowledge of Taxonomies and Classification Schemes.

*     Experience of planning and building Retention Schedules.

*     Knowledge of Records Management Legal Requirements.

*     Experience of working on Projects and seeing through to
conclusion.

*     Ability to analyze large quantities of information, draw
conclusions and present findings.

 

Tishman Speyer Core Competencies 

 

Communication

*        Able to communicate clearly and concisely over the phone

*        Responds immediately to phone calls and requests

*        Accesses and relays information quickly and accurately

*        Communicates effectively with other secretaries / PA's and with
departmental managers.

*        Able to clearly describe situation, problem to managers,
supervisors

*        Writes clear concise memos and reports for internal use

 

Commitment to Increasing Contribution to TSP

*    Reliable, consistently meets deadlines, follows through on all
assignments with minimal direction

*        Willingly accepts assignments regardless of simplicity or
complexity

*        Checks own work to assure accuracy and quality

*        Able to assess problems, knows when to seek input and when to
make decisions independently

*        Takes responsibility for improving own business and technical
skills on ongoing basis

*        Seeks specific feedback and integrates into performance

 

Demonstrated personal Skills

 *        Demonstrates integrity, personal responsibility

 

Ability to Prioritize/Multi-Task

*        Effectively manages multiple tasks, multiple demands and
competing priorities

*        Focuses on important information without getting bogged down in
unnecessary detail

*        Demonstrates effective judgment in day to day activities

 

 

Ability to Work in Teams

*        Works cooperatively with other team members

*        Takes on additional work as needed

*        Shares knowledge, expertise and helpful feedback with others

 


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