Macquarie AirFinance Limited
Records Management & Office Services Specialist
Macquarie AirFinance Limited, San Francisco, California, United States, 94199
Records Management & Office Services Specialist
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 RELATIONSHIPSThe Records Management & Office Services Specialist reports to the Vice President of Records Management and Office Services.SUMMARY OF JOB DESCRIPTIONThe 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 FUNCTIONSOFFICES SERVICES:Reception and Conference ServicesMaintain Front Desk Operations which includes administering the reception area:Efficiently managing incoming communications lineWarmly welcoming and directing visitors to appropriate departments or personnelEnsuring the functionality and alignment of conference rooms with organizational goals.Maintaining conference room schedules for meetingsEnsuring that meeting rooms are in good condition throughout the dayAssisting with reservation and use of conference room equipmentMonitoring and maintaining break area’s readiness for businessProviding routine maintenance of office equipmentEnsuring that the office is ready for business each dayMail Services SupportConduct the collection and distribution of mail and express parcels timely and accurately:Receiving and distributing overnight and messenger service packages and parcelsUsing all systems and apps to create shipping documents and track packagesCoordinating outgoing messenger and express deliveriesManaging relationships with postal, messengering, and express vendorsEVENT PLANNINGEvent PlanningSupport the execution of Corporate Events, Meetings, and Office Functions:Supporting the department in setting up and breaking down company functionsAll other duties and projects as assigned by the department managerRECORDS MANAGEMENTManagement of the Life Cycle of RecordsAssist 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 departmentsCompiling and editing document lists and indexesGenerating file labels for a variety of file types and designationsInventorying records on three levels: Box, Folder, and DocumentInputting all incoming records and data into tracking systems and databasesUsing technology to generate reports, troubleshoot records issues, and reconcile errorsScanning and cataloguing records and documentsProviding support for auditsMaintaining and reporting department statisticsAll other duties and projects as assigned by the department managerQUALIFICATIONS AND REQUIREMENTSTo 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 skillsIntermediate level knowledge in Microsoft Word and ExcelAbility to interact with a variety of people who are seeking action or attention simultaneouslyVersatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasmAbility to work within a team environmentCommitment to excellence and high standardsCompensation: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.
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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 RELATIONSHIPSThe Records Management & Office Services Specialist reports to the Vice President of Records Management and Office Services.SUMMARY OF JOB DESCRIPTIONThe 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 FUNCTIONSOFFICES SERVICES:Reception and Conference ServicesMaintain Front Desk Operations which includes administering the reception area:Efficiently managing incoming communications lineWarmly welcoming and directing visitors to appropriate departments or personnelEnsuring the functionality and alignment of conference rooms with organizational goals.Maintaining conference room schedules for meetingsEnsuring that meeting rooms are in good condition throughout the dayAssisting with reservation and use of conference room equipmentMonitoring and maintaining break area’s readiness for businessProviding routine maintenance of office equipmentEnsuring that the office is ready for business each dayMail Services SupportConduct the collection and distribution of mail and express parcels timely and accurately:Receiving and distributing overnight and messenger service packages and parcelsUsing all systems and apps to create shipping documents and track packagesCoordinating outgoing messenger and express deliveriesManaging relationships with postal, messengering, and express vendorsEVENT PLANNINGEvent PlanningSupport the execution of Corporate Events, Meetings, and Office Functions:Supporting the department in setting up and breaking down company functionsAll other duties and projects as assigned by the department managerRECORDS MANAGEMENTManagement of the Life Cycle of RecordsAssist 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 departmentsCompiling and editing document lists and indexesGenerating file labels for a variety of file types and designationsInventorying records on three levels: Box, Folder, and DocumentInputting all incoming records and data into tracking systems and databasesUsing technology to generate reports, troubleshoot records issues, and reconcile errorsScanning and cataloguing records and documentsProviding support for auditsMaintaining and reporting department statisticsAll other duties and projects as assigned by the department managerQUALIFICATIONS AND REQUIREMENTSTo 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 skillsIntermediate level knowledge in Microsoft Word and ExcelAbility to interact with a variety of people who are seeking action or attention simultaneouslyVersatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasmAbility to work within a team environmentCommitment to excellence and high standardsCompensation: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.
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