Record Coordinator

Company: Cushman & Wakefield
Location: New York
Posted on: February 25, 2021

Job Description:

Job Title Record Coordinator Job Description Summary Position will be responsible for a wide range of administrative and business support duties. Duties include but are not limited to: office and calendar management/ scheduling, screening and directing telephone calls; reviewing and prioritizing incoming correspondence; maintaining paper and electronic filing systems and a follow-up system, data entry; timekeeping; preparing correspondence using Microsoft Office; and performing special assignments as required. This position will also assist management staff with administrative policy and procedures (i.e., invoice and contract support, procurement support). The position is also responsible for supporting and coordinating the implementation and daily hands-on enforcement of compliance with the Client's Information Security Policy and to ensure the compliance of staff, contractors, vendors, and consultants, individuals and/or entities where appropriate, who are involved with or could have exposure to, Confidential Information. In addition, serving as SharePoint document adminstrator Job Description

• Management Outlook calendar, arrange conferences, and meetings for office personnel
• Compose, type, and distribute meeting notes, routine correspondence, and reports
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions
• Process timesheets, vendor and consultant invoices and payment requests, including clerical validation for sign-off and payment approval
• Schedule and confirm appointments for clients, customers, or supervisors, including status tracking of on-site staff
• Manage and administer Microsoft SharePoint, a cloud-based document management system, including process request for access, validate user and assigned rights.
• Maintain and track office equipment inventory.
• Compliance
• Ensure the safekeeping of Confidential & Privileged (C&P), Confidential and Confidential Proprietary information by keeping it in an approved secured storage location when not in use.
• Maintain an inventory of all Confidential & Privileged (C&P), Confidential and Confidential Proprietary information for both issued and received documentation.
• Conduct periodic reviews of all Confidential & Privileged (C&P), Confidential and Confidential Proprietary information assigned to client groups in order to confirm need for retention or meet obligation to destroy it if no longer needed.
• Ensure issuance and retention of destruction notification when destroying Confidential & Privileged (C&P), Confidential and Confidential Proprietary information
• Ensure the issuance, return, proper completion and retention of all required Non-Disclosure Agreements (NDA) for all Employees, consultants, third-party contractors, tenants, or other individual or entities, including governmental agencies where appropriate.
• Maintain all information logs as required.
• Operations
• Process all approved request from client's staff, other client departments, external stakeholders and contractors for drawings, specifications and other related documents and deliver in media type (hard copy, PDF, CAD, etc) required.
• Organize, manage and control the client Document Control room.
• Index, label and supply unique identifiers for C&P Controlled Documents
• Log, track and update the Tenant Alteration Application Review System (TAARS) for drawings, specifications and other related documents in support of the Tenant Alteration Application team.
• Act as liaison between client's operations and construction teams for all document control related request, issuances and inquiries.
• Act as Liaison between the Reprographics Services and Project Managers, Construction Managers, Architect/Engineering Department, Consultants and Contracts.
• Assist Project Managers with tracking of all drawings, documents and specifications via the Electronic Data Management System (EDMS).
• Create, manage and maintain file structure within Enterprise Connect (LiveLink) for access, distribution and archival purposes for client.
• Work with Technical Services and application developer to develop a new electronic document control solution to address Client's ongoing need to provide a centralized, secure and managed environment for storing documents and files necessary to operate and maintain client's site.
• Scan and plot construction related drawings and maintain electronic file.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations
• Learn to operate new office technologies as they are developed and implemented
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material--
• Assists property management with day-to-day operation of the property in accordance with policies/procedures, management agreements, and client needs. Responsible for obtaining and filing tenant and vendor insurance certificates, maintaining tenant contact list, emergency contact lists, issuing and updating building pass list, and maintaining other records and files pertinent to tenants and vendors. AAP/EEO STATEMENT
  C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, the company takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.OTHER DUTIES
  This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice. Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative--- Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law. Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative--- Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law. Posted 4 Days Ago Full time R107983 About Us About Cushman & Wakefield Cushman & Wakefield (NYSE: CWK) is a leading global real estate services firm that delivers exceptional value for real estate occupiers and owners. Cushman & Wakefield is among the largest real estate services firms with approximately 51,000 employees in 400 offices and 70 countries. In 2018, the firm had revenue of $8.2 billion across core services of property, facilities and project management, leasing, capital markets, valuation and other services. To learn more, visit www.cushmanwakefield.com or follow @CushWake on Twitter. For US Applicants: Cushman & Wakefield is an equal opportunity / affirmative action employer. All individuals regardless of their race, color, religion, sex, national origin, sexual orientation, gender identity, disability,protected veteran status, or any other characteristic protected by state, federal, or local law. Further, the company takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics.We hire the most talented professionals and invest in superior resources and technologies. The talent of our extraordinary people and the culture and business approach we foster, coupled with the exceptional, creative services we provide and the results we deliver worldwide for owners, occupiers, and investors are what distinguishes Cushman & Wakefield. Applicants have rights under Federal Employment Laws Cushman & Wakefield is an E-Verify employer. E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees in the United States. Please click on the following links for more information: This Organization Participates in E-Verify In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call 1-888-365-5406 or email HRServices@cushwake.com

Keywords: Cushman & Wakefield, New York , Record Coordinator, Other , New York, New York