Records Management & Office Services Specialist - Macquarie AirFinance Limited : Job Details

As a leading global aircraft lessor, we succeed through the quality of our team. We seek to build and maintain a culture of high performance by treating our employees with dignity and respect within a collaborative and inclusive environment. We provide competitive pay and benefits, learning and development opportunities, flexible working options, and alignment of company goals and values.

REPORTING RELATIONSHIPS

The Records Management & Office Services Specialist reports to the Vice President of Records Management and Office Services.

SUMMARY OF JOB DESCRIPTION

The Records and Office Services Specialist is tasked with a multifaceted set of responsibilities that encompasses the tripartite domain of Records Management. This includes Records Management, Office Services, and Event Planning. While the specialist will engage comprehensively across all operational facets, the focal point of activity will reside within Office Services. The candidate will demonstrate a proactive approach in all areas, with a particular emphasis on Office Services, to facilitate a professional and responsive office atmosphere. This will include Front Desk Operations and Mail Services Support.

ESSENTIAL JOB FUNCTIONS

OFFICES SERVICES:

Reception and Conference Services

Maintain Front Desk Operations which includes administering the reception area:

• Efficiently managing incoming communications line
• Warmly welcoming and directing visitors to appropriate departments or personnel
• Ensuring the functionality and alignment of conference rooms with organizational goals.
• Maintaining conference room schedules for meetings
• Ensuring that meeting rooms are in good condition throughout the day
• Assisting with reservation and use of conference room equipment
• Monitoring and maintaining break area's readiness for business
• Providing routine maintenance of office equipment
• Ensuring that the office is ready for business each day

Mail Services Support

Conduct the collection and distribution of mail and express parcels timely and accurately:

• Receiving and distributing overnight and messenger service packages and parcels
• Using all systems and apps to create shipping documents and track packages
• Coordinating outgoing messenger and express deliveries
• Managing relationships with postal, messengering, and express vendors

EVENT PLANNING

Event Planning

Support the execution of Corporate Events, Meetings, and Office Functions:

• Supporting the department in setting up and breaking down company functions
• All other duties and projects as assigned by the department manager

RECORDS MANAGEMENT

Management of the Life Cycle of Records

Assist whenever possible in the management and processing of records which will include, but is not limited to:

• Creating new and updating existing files and records for a variety of departments
• Compiling and editing document lists and indexes
• Generating file labels for a variety of file types and designations
• Inventorying records on three levels: Box, Folder, and Document
• Inputting all incoming records and data into tracking systems and databases
• Using technology to generate reports, troubleshoot records issues, and reconcile errors
• Scanning and cataloguing records and documents
• Providing support for audits
• Maintaining and reporting department statistics
• All other duties and projects as assigned by the department manager

QUALIFICATIONS AND REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, experience, knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience: High School diploma or equivalent preferred; minimum of 4 years records management experience and minimum of two years of office and reception experience with 75 or more employees; or equivalent combination of education and experience.

Knowledge, Skills & Abilities:

• Excellent customer service and interpersonal skills
• Intermediate level knowledge in Microsoft Word and Excel
• Ability to interact with a variety of people who are seeking action or attention simultaneously
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
• Ability to work within a team environment
• Commitment to excellence and high standards

Compensation:

The salary range provided is intended for candidates who meet the minimum requirements of the role. At Macquarie AirFinance, we carefully consider a wide range of factors to determine the base salary offered. We review several market factors, consider the level of the respective role, and a candidate's skills and experience. When we extend an offer, the compensation offered will be based on these factors and the individual candidates' qualifications.

The salary range for the Records Management & Office Services Specialist is $54,000.00 to $64,000.00.