About Macquarie AirFinance

A global aviation lessor providing aircraft and capital to the world’s airlines.

As a leading global aircraft lessor, we succeed through the quality of our team. We seek to build and maintain a culture of high performance by treating our employees with dignity and respect within a collaborative and inclusive environment. We provide competitive pay and benefits, learning and development opportunities, flexible working options, and alignment of company goals and values. 

REPORTING RELATIONSHIPS

The Records Management & Office Services Specialist reports to the Vice President of Records

Management and Office Services.

SUMMARY OF JOB DESCRIPTION

The Records and Office Services Specialist is tasked with a multifaceted set of responsibilities

that encompasses the tripartite domain of Records Management. This includes Records Management,

Office Services and Event Planning. While the specialist will engage in all operational areas, the

focal point of activity will reside within Office Services, specifically Reception. The candidate

will demonstrate a proactive approach when carrying out the assigned duties to facilitate a

professional and responsive office atmosphere.

ESSENTIAL JOB FUNCTIONS

Reception and Conference Services

Act as an ambassador and first point of contact for in-office employees, visitors and invited guest

by maintaining Front Desk Operations which includes administering the reception area by:

▪ Efficiently manage all incoming communications lines and telephone coverage

▪ Manage general voicemail messages

▪ Warmly welcome and direct visitors to appropriate departments, spaces or personnel

▪ Ensure the functionality and alignment of conference rooms services with organizational

goals.

▪ Maintain conference rooms schedules for Conference and Break-out rooms

▪ Ensure that meeting rooms are maintained throughout the day

▪ Assist with reservation and use of conference room equipment

▪ Schedule and set-up conference room with catering services when requested

▪ Monitor and maintain break area’s readiness by ensuring that all spaces are stocked

Mail Services Support

As back-up to other Office Services personnel, conduct the collection and distribution of mail and

express parcels timely and accurately

▪ Receive and distribute packages and parcels

▪ Using all systems and apps, create shipping documents and track packages

▪ Coordinate outgoing messenger and express deliveries

▪ Proactively ensure that all shipping materials are stocked and distributed for use.

Event Planning

Support the execution of Corporate Events, Meeting and Office Functions

▪ Support the department set-up and breaking down of company functions

▪ All other duties and projects as assigned by the department manager

Management of the Life Cycle of Records

Assist whenever possible in the management and processing of records which will include, but is not

limited to:

• Create new and update existing files and records for a variety of departments

• Compile and edit document lists and indexes

• Generate file labels for a variety of file types and designations

• Inventory records on three levels: Box, Folder and Document

• Input all incoming records and data into tracking system and databases

• Use technology to generate reports, troubleshoot records issues and reconcile errors

• Scan and catalogue records and documents

• Provide support for audits

• Maintain and report department statistics

• All other duties and projects as assigned by the department manager

QUALIFICATIONS AND REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty

satisfactorily. The requirements listed below are representative of the education, experience,

knowledge, skills and abilities required. Reasonable accommodations may be made to enable

individuals with disabilities to perform the essential functions.

Education & Experience: High School diploma or equivalent preferred; minimum of 4 years records

management experience and minimum of two years of office and reception experience with 75 or more

employees; or equivalent combination of education and experience.

Knowledge, Skills & Abilities:

• Excellent customer service and interpersonal skills

• Acute attention to detail

• Intermediate level knowledge in Microsoft Word and Excel

• Ability to interact with a variety of people who are seeking action or attention

simultaneously

• Versatility, flexibility and a willingness to work within constantly changing priorities with

enthusiasm

• Ability to work within a team environment

• Commitment to excellence and high standards

Physical Demands:

The physical demands described here are representative of the requirements that

must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to handle or feel objects, tools or controls; use a computer keyboard and mouse; reach with hands and arms; talk and listen. The employee is frequently required to sit for long periods of time, stand for long periods at a time as well as focus on a task for long periods of time. The employee is occasionally required to walk, stoop or kneel, as well as to lift and carry objects weighing up to 30 pounds. Specific vision abilities required by this position include close vision and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those

an employee encounters while performing the essential functions of this job, including moderate

noise level, an indoor temperate environment, and light levels that are bright and conducive to

minimal eye strain, typical for an office environment.

SCOPE OF JOB DESCRIPTION AND MODIFICATIONS

This job description intends to describe the general nature of the job and does not represent that

all such duties will be performed by individuals who hold the job. This job description does not

limit the tasks that an employee may reasonably be requested to perform and in no way alters the

company’s at- will employment policy. Changes to this job description may be made at the discretion

of the company. Any substantive revisions to this job description require the approval of the Vice

President of Human Resources.

Benefits: 

Medical /Dental/Vision Benefits

401k with Match

Generous Vacation Benefits

Employer-paid disability and life insurance

Tuition Assistance

Perks: 

Hybrid work option

Kitchen is stocked with snacks and drinks

Compensation:

The salary range provided is intended for candidates who meet the minimum requirements of the role,  At Macquarie AirFinance, we carefully consider a wide range of factors to determine the base salary offered.  We review several market factors, consider the level of the respective role, and a candidate's skills and experience.  When we extend an offer, the compensation offered will be based on these factors and the individual candidates' qualifications. 

The salary range for the Records Management & Office Services Specialist is $54,000.00 and $64,000.00.