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Senior Records Manager

Department:
Contracts Management
Location:
Dublin, Ireland
Reports to:
Head of Contracts Management

Job summary

Working in a dynamic, international and challenging environment, The Senior Records Manager is responsible for coordinating creation, storage, preservation, retrieval, and final disposition of company records in physical and electronic form.

The incumbent will liaise with senior managers and key personnel across the organization to optimize the accuracy and efficiency of recordkeeping systems, policies and procedures. To succeed, the Senior Records Manager must excel at project management related to documents management.

Essential Functions

Records management

  • Design, develop and maintain document management databases tracking  physical  documents
  • Coordinate with key users to maintain physical records in parallel with electronic counterparts
  • Respond to internal and external information requests, including legal discovery and litigation holds
  • Facilitate compliance with records retention policy and procedures 

Server administration and support

  • Design and maintain metadata in Content Server document management system, including folder structure, naming conventions, categories and attributes
  • Create and maintain user accounts and permissions
  • Provide front-end user support for Content Server and related systems 

Content Server quality control

  • Monitor final core-business documents filed in Content Server to ensure consistent and accurate metadata
  • Provide user feedback to improve consistency and accuracy across the organization
  • Maintain metadata integrity between Content Server and related systems (e.g., CMS)
  • Training 

Performance indicators

  • Efficiency
  • Accuracy
  • Problem solving
  • Time Management
  • Highly motivated
  • Self-directed
  • Dependability
  • Multi-tasking
  • Flexibility
  • Organizational skills

Job requirements, qualifications, and competencies

Educational/Experience

  • Bachelor’s degree or equivalent experience
  • Certified Records Manager (preferably)
  • 3-5 years of documents management experience
  • Subject matter knowledge in asset management, primarily aircraft leasing, sales, and securitization (preferably) 

Technical/Functional   

  • Expertise using electronic document management systems for, among other things, auditing, version control, metadata, searching, and physical record tracking
  • Working knowledge of and experience using document imaging hardware including desktop and production scanners
  • MS Office knowledge (excellent skills in Word and Excel are prerequisites)
  • Must have demonstrable experience working on relevant projects
  • Strong verbal and written communication skills in English 

Additional Competencies

  • Proactive self-starter with confidence and commitment to professional delivery
  • Ability to work under pressure, often with tight timescales and often with limited brief
  • Detail-oriented, organized and able to handle multiple priorities and deadlines simultaneously
  • Ability to rapidly and accurately enter data
  • Demonstrated ability to communicate with individuals and groups
  • Demonstrated ability to communicate technical information to technical and non-technical users
  • Ability to maintain relationships necessary to facilitate efficient team logistics
  • Flexibility in working hours to accommodate demands of different time zones