Records Management & Office Services Specialist - Receptionist

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