Macquarie AirFinance
Records Management & Office Services Specialist
Macquarie AirFinance, San Francisco, California, United States, 94199
About Macquarie AirFinance
A global aviation lessor providing aircraft and capital to the world’s airlines.
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
OFFICE SERVICES:
Reception and Conference Services
Maintain Front Desk Operations which includes administering the reception area:
Efficiently managing incoming communications line
Manage general voicemail messages
Warmly welcome and direct visitors to appropriate departments or personnel
Always ensure telephone coverage
Ensure the functionality and alignment of conference rooms with organizational goals.
Maintain conference rooms schedule meeting for Conference and Break-out rooms
Ensure that meeting rooms are in good condition throughout the day
Assist with reservation and use of conference room equipment
Monitor and maintain break area’s readiness for business
Provide routine maintenance of office equipment
Ensure 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:
Receive and distribute overnight and messenger service packages and parcels
Using all systems and apps, create shipping documents and track packages
Coordinate outgoing messenger and express deliveries
Manage relationships with postal, messenger and express vendors
EVENT PLANNING
Support the execution of Corporate Events, Meetings, and Office Functions:
Support the department set-up and breaking down of 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:
Create new and update existing files and records for a variety of departments
Compile and edit document lists and indexes
Generate file labels for a variety of file types and designations
Inventory records on three levels: Box, Folder, and Document
Input all incoming records and data into tracking system and databases
Use technology to generate reports, troubleshoot records issues and reconcile errors
Scan and catalogue records and documents
Provide support for audits
Maintain and report 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
Acute attention to detail
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
Benefits:
Medical /Dental/Vision Benefits
401k with Match
Generous Vacation Benefits
Employer-paid disability and life insurance
Tuition Assistance
Perks:
Hybrid work option
Kitchen stocked with snacks and drinks
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 and $64,000.00.
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A global aviation lessor providing aircraft and capital to the world’s airlines.
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
OFFICE SERVICES:
Reception and Conference Services
Maintain Front Desk Operations which includes administering the reception area:
Efficiently managing incoming communications line
Manage general voicemail messages
Warmly welcome and direct visitors to appropriate departments or personnel
Always ensure telephone coverage
Ensure the functionality and alignment of conference rooms with organizational goals.
Maintain conference rooms schedule meeting for Conference and Break-out rooms
Ensure that meeting rooms are in good condition throughout the day
Assist with reservation and use of conference room equipment
Monitor and maintain break area’s readiness for business
Provide routine maintenance of office equipment
Ensure 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:
Receive and distribute overnight and messenger service packages and parcels
Using all systems and apps, create shipping documents and track packages
Coordinate outgoing messenger and express deliveries
Manage relationships with postal, messenger and express vendors
EVENT PLANNING
Support the execution of Corporate Events, Meetings, and Office Functions:
Support the department set-up and breaking down of 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:
Create new and update existing files and records for a variety of departments
Compile and edit document lists and indexes
Generate file labels for a variety of file types and designations
Inventory records on three levels: Box, Folder, and Document
Input all incoming records and data into tracking system and databases
Use technology to generate reports, troubleshoot records issues and reconcile errors
Scan and catalogue records and documents
Provide support for audits
Maintain and report 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
Acute attention to detail
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
Benefits:
Medical /Dental/Vision Benefits
401k with Match
Generous Vacation Benefits
Employer-paid disability and life insurance
Tuition Assistance
Perks:
Hybrid work option
Kitchen stocked with snacks and drinks
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 and $64,000.00.
#J-18808-Ljbffr