Records Management & Office Services Specialist

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 OFFICES 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 directing 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 room are good condition throughout the day Assist with reservation and use of conference room equipment Monitor and maintain break area’s readiness business Provide routine maintenance of office equipment Ensure that the office is ready of 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, messengering and express vendors EVENT PLANNING Event Planning Support the execution of Corporate Events, Meeting 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 is 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.