Records Management Administrator

Job Title

Records Management Administrator

Job Description Summary

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.

Job Description

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​

EDUCATION REQUIREMENTS:

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

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and den