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Associate, Document Management Specialist

Salary
Competitive
Employment
Full Time
Real Estate Field
Location
Washington
 DC
Postal Code
20001
Country
United States

This job is no longer active.

Description


Position Description

Department:                         Administrative

FLSA Status:                        Non-Exempt; Full-time       

Position Title:                       Associate, Document Management Specialist 

Reports To:                          Director, Human Resources and Administration

Location:                              Washington, DC

Date:                                    March 2019

 

Associate, Document Management Specialist Overview:  With supervision, responsible for the effective, efficient, and compliant management of the digital and physical documents and records pertaining to business activities, real estate asset investments, valuation, and managing member responsibilities, as provided.

 

With typically a minimum of 3-5 years of document and/or records management experience and successful completion of an undergraduate degree in business, incumbent demonstrates strong written and verbal communication, reading comprehension, analytical, organizational, and technical skills.  

 

Essential Functions:

  1. Primarily responsible for the effective, efficient, and compliant management of the firm’s digital and physical documents and records pertaining to business activities, real estate asset investments, valuations, and managing member responsibilities, as provided, in accordance with company policies, standards, and procedures.
  2. Locate, retrieve, organize, and transfer company real estate files to the approved destination upon request, includes uploading and downloading files to and from National’s digital filing system(s) and information sharing websites. Use discretion in storing, retaining, and handling highly-sensitive and confidential data and information. Respond to internal and external information inquiries as appropriate, and convert physical file documents to electronic file documents, as needed or required.
  3. Provide day-to-day and time-sensitive documentation support pertaining to asset management, managing member, or other ownership responsibilities (e.g. physical deliveries, printing, execution, distribution, archiving, etc.). Assist with partnership correspondence as requested.
  4. In accordance with company standards, oversee the real estate related network drive architecture, advising and guiding other users to maintain consistent and thorough recordkeeping. Evaluate existing management systems and procedures to identify areas of improvement. 
  5. Support document and recordkeeping related to ESG initiatives.
  6. Manage off-site archived files including database tracking and coordination of products, services, and records. Apply record retention periods to stored items and follow strict digital and physical document destruction procedures. Assist with internal audits and e-discovery issues as requested.
  7. Exercise due care and in accordance with company policy when accessing National’s systems and information assets, ensuring that, as appropriate, the confidentiality and privacy of data is maintained at all times.
  8. On a day-to-day basis support the Portfolio and Asset Management and Investment departments. Organize, attend and actively contribute to internal staff meetings. Interact with various levels of staff and communicate confidently in a collaborative team environment.
  9. Demonstrate commitment to National’s Sustainability Policy and best practices where feasible by incorporating environmental, social and governance dimensions into daily business activities and decision-making.

 

Other Duties and Responsibilities:

  1. Strict adherence to the terms and provisions as detailed in National’s Employee Handbook.
  2. Complete compliance with National’s Regulatory Compliance Manual, Code of Ethics and underlying compliance policies and procedures.
  3. Participate in the production and delivery of time-sensitive and privileged investment, assets and portfolio, investor and marketing materials, client, investor and marketing reports and board meeting materials in electronic and hard copy forms as appropriate.
  4. Participate in the management of copier and printer maintenance items, specialty paper supply orders, service requests, office supplies and paper restocking.
  5. Assist with various clerical duties and special projects which require production, proofreading, photocopying, filing and collating. Ensure application of correct use of the English language including grammar, spelling, punctuation and layout.
  6. As needed participate in the planning, preparation and coordination of special meetings and events including running technology equipment and coordination of food and beverages.
  7. Ensure entry, guest waiting area and administrative work stations present a professional and orderly image of National and are absent of excessive items. Greet and direct a diverse group of visitors to the company in a friendly, customer-oriented manner.

 Qualifications:

  1. Successful completion of an undergraduate degree in business administration, information technology, accounting, paralegal studies, or another related field is required. Direct accounting, finance, office administration, records and database management, and technology-related coursework is preferred.
  2. At least three years of document and/or records management and administrative experience is required. Commercial real estate and/or investment administration experience preferred.
  3. Must demonstrate a strong knowledge of customer service principles and practices, applying discretion as needed. Demonstrate cultural awareness and sensitivity, sound work ethics, and effective professional verbal and written communication skills.
  4. Proficiency in interpersonal and organizational skills with the ability to prioritize and successfully handle multiple projects. Possess expert computer indexing abilities as well as satisfactory application of correct use of the English language including grammar, spelling, punctuation and layout.
  5. Capable of working independently or as a team while exercising judgment and initiative. Demonstrate proactivity and flexibility relative to managing priorities, providing status reports and meeting time-sensitive deadlines. Must be detail-oriented, resourceful and possess excellent interpersonal and organizational skills.
  6. Possess aptitude for learning new technology applications, and current proficiency in intermediate level MS Office Word, Excel, Outlook and Power Point and Adobe Acrobat. MS SharePoint a plus.
Work Environment:
  1. This job primarily operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets. This is a largely a sedentary role; however, some filing is required, which would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
  2. No travel is required for this position.

 The work environment and physical demand characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


This job description in no way states or implies that these are the only duties to be performed by this employee. This description reflects management’s assignment of essential functions and nothing in this herein restricts management’s right to assign or reassign duties and responsibilities to this job at any time.  The employee in this position will be required to follow any other instructions and to perform any other duties requested by his or her supervisor.

 

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at National will be based on merit, qualifications, and abilities. National does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law.


This job is no longer active.

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