Records Coordinator

Realterm is a real estate operator whose employees have a track record of capitalizing on durable insights into the supply and demand of real assets through the global supply chain. Realterm seeks to build and invest in value-added business platforms that have a proprietary position in their markets, source investments with favorable supply/demand dynamics and bring intense focus to operating results.

Realterm offers several career fields such as Accounting, Leasing, Construction and Property Management that make working here unique, challenging, stimulating, and rewarding. With offices in Amsterdam, Annapolis, Houston, Chicago, Los Angeles, Montreal, Mumbai, New York and Singapore you are empowered to take your career where you want it to go.

A career at Realterm allows you thrive in a fast-paced workplace environment with tremendous scale. Enjoy working in a collaborative environment with supportive teammates where you will be challenged to grow and be at your best every day. We offer our employees a robust and competitive benefits package. If you are looking for a rewarding career in private equity commercial real estate, apply today.

Summary

The Records Coordinator works with the Records group within the Risk Management Department to assist in the intake, processing, maintenance, and archiving of electronic and paper records as evidence of Realterm business transactions and activities. The Records Coordinator's duties include creating an organized work environment for Realterm by controlling documents and records whether in physical locations or within electronic repositories, assist internal and external partners with record requests, maintain the environment of compliance within the organization, and perform other related duties as required.

Essential Duties and Responsibilities

• Maintain the official files, indices and records of Realterm in accordance with established policies, procedures and compliance regulations
• Assist with maintenance and operation of the Realterm Document Vault to include:
  
  
  
  • Data entry functions
  • Site creation
  • Record audits
  • Management of the Librarian
  
  
  
  
• Serve as records liaison to Realterm departments by providing information and assistance
• Receive and process incoming paper records to include scanning, uploading and indexing
• Assist with in-take processing and maintenance of Tenant Letters of Credit
• Lead the Realterm Records Liaison Program (launching 2025)
• Manage and process internal DocuSign, Translation and Localization requests
• Perform records migration, transfer, and hold duties as directed
• Provide periodic project support for Global Information Technology, Lease Administration, Legal, Compliance, Risk Management, Sustainability, and Contract Administration as needed for records related duties
• Maintain the comprehensive list of all electronic and hard copy records both active and archived
• Manage Iron Mountain requests for both records storage and retrieval
• Provide periodic telephone relief for front desk during lunch hour, breaks, or absences
• Provide both internal and external eNotary services
• Provide data entry services for expense reports as needed
• Enter and maintain Realterm expiration reminders
• Assist with legal processing as needed

Competencies

Realterm Competencies

Accountability

Character, Trust, Integrity

Planning, Decision-Making & Initiative

Development & Learning

Collaboration, Communication & Teamwork

Qualifications

• Understanding of general principles of records management including appraisal, retention and disposition concepts of the records lifecycle; active/inactive records and systems; records migration; provisions of State/Region and Federal/National codes, guidelines, mandates, governing rules, regulations and policies affecting record-keeping functions.
• Knowledge of Microsoft 365, and able to learn various software applications as needed
• Operate standard office equipment, including telephone, copy machine, scanner, laptop
• Ability to effectively work independently and triage questions through verbal and written communication
• Maintain confidentiality of sensitive information
• Be able to read interpret a variety of documents and record its data in accordance with Realterm Records Program policies and procedures
• Ability to be adaptable and possess strong decision making/ problem solving skills to provide an effective course of action when implementing solutions
• Extreme attention to detail and takes accountability for results
• Professional demeanor, excellent interpersonal and customer services skills with the ability to perform within legal, ethical, and risk boundaries

Education and/or Experience

• 2-3 years providing increasing responsible office support experience in a records management environment, secondary education, and/or certificate programs
• Bachelor's degree or Associate's degree preferred
  
  
  
  • Experience may be considered in lieu of formal education
    
    
  
  
  
  

Work Environment
Hybrid work environment: Must be able to work remotely, unsupervised, and without interruption during normal business hours

Physical Demands Must be able to remain in a stationary position for the majority of the workday, sitting at a desk, consistently operating a computer. On occasion, when dealing with paper records, may need to lift boxes up to ten (10) pounds.

Realterm prioritizes, embraces and values safe, inclusive and collaborative environments and is committed to intentionally building a workplace where our employees can succeed. Full-time eligible employees may participate in our robust benefits program which includes healthcare (single and family coverage available), retirement plan with matching contributions, paid leave, volunteer time off, wellness/lifestyle benefits and more. More information regarding benefits and total compensation will be provided during the hiring process.

Realterm is an equal opportunity employer, as we value and respect diversity. We encourage diversity in ideas, opinions, experiences and identities. We do not discriminate in our employment practices based upon protected class, to include race, color, religion, sex, national origin, age, disability or genetic information.