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 and Information Management Specialist
Location: NYC - Midtown - Company HQ
Records and Information Management Specialist
General Summary
Under general supervision of the Associate Director - RIM, assists in the maintenance of the records management program. Including but not limited to: imaging of key corporate records, records systems, document retention, and storage. Evaluates department business and individual user’s job responsibilities to assist in the configuration of customized file structures for departments or individual staff. Provides guidance as needed, requiring knowledge of department policies, and procedures.
Supervision Received and Exercised
Receives general supervision from the Records Department Manager. Exercises no direct supervision over staff. May provide technical and functional direction to other employees throughout the organization.
Main Functions of the Job
Responsible for the coordination and maintenance of the computerized, manual and electronic records management systems. Responsibilities include assisting with developing, implementing, and maintaining policies and procedures of records management systems. Incumbents are expected to work independently and exercise a high degree of independent judgment, tact, and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.
Essential Functions
• Maintains computerized, manual and electronic records management systems for key company documents.
• Participates in the development, implementation, and maintenance of policies and procedures for the recording, indexing, filing, and retrieving of active documents and the storage of inactive documents.
• Assists in developing a work plan for the records management function and reviews,
• evaluates, and makes recommendations on work products, methods, procedures, and policies.
• Participates in the creation, maintenance, retrieval, protection, retention, and destruction of all records in accordance with policy and legal, financial, governmental, and historical requirements.
• Maintains complex databases and content management applications for tracking department projects, inventory of on-site and off-site records and other operational needs.
• Participates in development of training materials, and assists in departmental and organization wide training sessions on records management related topics.
• Assists functional departments by providing information and guidance regarding records
management initiatives. Serves as liaison to functional departments on records management related issues.
• Coordinates and maintains security user access controls. Acts as a point of contact for the day to day operations of the physical and electronic records management systems; troubleshoots system problems; isolates the cause of system failures.
• Coordinates training for and trains users on the operation of the records management systems.
• Advises and consults with users to develop new business processes; assists in planning,
coordinating and scheduling future needs keeping all parties informed of plans, progress, training requirements and budgetary issues; develops and recommends application and resource priorities.
• Performs other duties as assigned.
Qualifications:
• Four (4) year college degree in a related field.
• A minimum of four (4) years of RM knowledge/experience.
• Experience overseeing projects from start to finish.
• Has sufficient knowledge and experience of computer systems and software currently utilized by the Company – CARM, SP, DTCM.
• Experience with Records Management databases for the management of physical records, along with SharePoint and File Shares for electronic records management, beyond data entry.
Core Competencies:
The following personal attributes are considered essential requisites for effective performance of the holder of this position.
• Ability to follow directions and work cooperatively with others and independently.
• Effective communication: Presents ideas clearly and influentially through various means;
identifies/shares important information in a timely manner; knowledgeable and confident in communicating information.
• Work Ethic: Dependable and meets commitments by exhibiting willingness, initiative and
attention to detail.
• Puts in extra effort to get the job done, and takes on ownership of projects assigned.
• Time Management: Ability to multi-task and keep up in a high energy environment.
• 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.
Physical Demands and Working Conditions:
• Physical requirements include frequent lifting/carrying of 30 pounds or more.
• Visual alertness, speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment.
• Subject to sitting, standing, reaching, walking, twisting, and kneeling to perform the essential functions.
• Working conditions are primarily inside an office environment or at the Company’s storage facility.
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