Records Management Administrator

Cushman & Wakefield • Weehawken, NJ

2d

About The Position

The Physical Records Management Specialist supports Americas-wide physical records operations, ensuring accurate inventory control, secure storage, compliant disposition, accurate reporting and effective vendor coordination. The role acts as a point of contact for records-related inquiries, operational issues, and service delivery across multiple business units and locations. This role will work closely with a financial Cushman and Wakefield client to maintain compliance within Records Management. The role may require occasional travel(up to 10%) and tasks include but are not limited to: Physical Records Inventory & Systems Management - Manage enterprise physical records inventories, including records stored with approved off-site vendors, ensuring accurate location tracking, data integrity, and lifecycle status within internal systems such as the Physical Records Indexing System (PRIS) and vendor platforms (e.g., Iron Mountain Connect). - Identify, investigate, and resolve discrepancies related to box locations, checkouts, returns, and legacy inventory records to ensure system accuracy and audit readiness. - Perform system testing and validation within physical records indexing platforms to support system enhancements, regulatory requirements, and continuous process improvement initiatives. - Respond to additional ad-hoc requests as needed Vendor & Physical Records Services Coordination - Serve as a liaison with external physical records management vendors, coordinating records pickups, refiles, deliveries, console placements, destructions, and service schedules. - Ensure adherence to all applicable risk management requirements, key procedural controls, and Records Management policies governing the handling, storage, and disposition of physical records. - Monitor, review, and audit vendor performance against contractual service-level agreements (SLAs), addressing service issues and escalating risks as required. - Respond to additional ad-hoc requests as needed Business Partner Support & Communication - Act as a point of contact for physical records management inquiries through the Records Management Support Line and shared mailbox, as well as between Cushman & Wakefield and client, and vendors. - Partner with internal stakeholders to resolve physical records issues, explain records management requirements, and coordinate large-scale box submissions, transfers, and office relocations. - Provide user support and guidance on physical records archiving processes, retention requirements, and PRIS system usage. - Respond to additional ad-hoc requests as needed Compliance, Risk & Operational Continuity - Track, analyze, and report on physical records management operational metrics, service performance, and risk indicators. - Support the secure handling, storage, retention, and disposition of physical records in accordance with corporate Records Management standards, regulatory obligations, and internal policies. - Ensure continuity of physical records operations by coordinating staffing coverage, workload prioritization, and timely approvals during periods of increased activity, audits, or business change. - Self-motivated, proactive team leader with the ability to work independently and collaboratively within a larger team - Excellent verbal and written communication skills with the ability to clearly convey complex information to diverse audiences - Proven ability to independently plan, prioritize, and manage financial and logistical deliverables across multiple concurrent projects with competing deadlines - Demonstrated ability to deliver high-quality work accurately and on a timely basis - Client-focused with a strong commitment to service excellence and stakeholder satisfaction - Strong analytical and presentation skills; experience with risk management is a plus - Advanced proficiency in Microsoft Office, including Excel and PowerPoint; familiarity with Power BI is a plus - Advanced Excel capabilities, including creating pivot tables, VLOOKUPs, and performing cross-tabulations across multiple data sets to generate meaningful reporting and insights - Flexible, resilient team player with a positive, solutions-oriented attitude - Respond to additional ad-hoc requests as needed

Requirements

• Bachelor’s degree or equivalent combination of relevant education and work experience

Nice To Haves

• Strong analytical and presentation skills; experience with risk management is a plus
• Advanced proficiency in Microsoft Office, including Excel and PowerPoint; familiarity with Power BI is a plus
• Advanced Excel capabilities, including creating pivot tables, VLOOKUPs, and performing cross-tabulations across multiple data sets to generate meaningful reporting and insights

Responsibilities

• Manage enterprise physical records inventories, including records stored with approved off-site vendors, ensuring accurate location tracking, data integrity, and lifecycle status within internal systems such as the Physical Records Indexing System (PRIS) and vendor platforms (e.g., Iron Mountain Connect).
• Identify, investigate, and resolve discrepancies related to box locations, checkouts, returns, and legacy inventory records to ensure system accuracy and audit readiness.
• Perform system testing and validation within physical records indexing platforms to support system enhancements, regulatory requirements, and continuous process improvement initiatives.
• Serve as a liaison with external physical records management vendors, coordinating records pickups, refiles, deliveries, console placements, destructions, and service schedules.
• Ensure adherence to all applicable risk management requirements, key procedural controls, and Records Management policies governing the handling, storage, and disposition of physical records.
• Monitor, review, and audit vendor performance against contractual service-level agreements (SLAs), addressing service issues and escalating risks as required.
• Act as a point of contact for physical records management inquiries through the Records Management Support Line and shared mailbox, as well as between Cushman & Wakefield and client, and vendors.
• Partner with internal stakeholders to resolve physical records issues, explain records management requirements, and coordinate large-scale box submissions, transfers, and office relocations.
• Provide user support and guidance on physical records archiving processes, retention requirements, and PRIS system usage.
• Track, analyze, and report on physical records management operational metrics, service performance, and risk indicators.
• Support the secure handling, storage, retention, and disposition of physical records in accordance with corporate Records Management standards, regulatory obligations, and internal policies.
• Ensure continuity of physical records operations by coordinating staffing coverage, workload prioritization, and timely approvals during periods of increased activity, audits, or business change.
• Self-motivated, proactive team leader with the ability to work independently and collaboratively within a larger team
• Excellent verbal and written communication skills with the ability to clearly convey complex information to diverse audiences
• Proven ability to independently plan, prioritize, and manage financial and logistical deliverables across multiple concurrent projects with competing deadlines
• Demonstrated ability to deliver high-quality work accurately and on a timely basis
• Client-focused with a strong commitment to service excellence and stakeholder satisfaction
• Strong analytical and presentation skills; experience with risk management is a plus
• Advanced proficiency in Microsoft Office, including Excel and PowerPoint; familiarity with Power BI is a plus
• Advanced Excel capabilities, including creating pivot tables, VLOOKUPs, and performing cross-tabulations across multiple data sets to generate meaningful reporting and insights
• Flexible, resilient team player with a positive, solutions-oriented attitude
• Respond to additional ad-hoc requests as needed

Benefits

• Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work.
• In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1-10 employees