OVERVIEW

The Records Manager is responsible for managing the company’s information assets to ensure they are accurately maintained, and readily accessible. This position will oversee the retention, storage, and destruction of physical and electronic records by developing and managing information governance and compliance with global laws and regulations and establishing companywide processes and training. The Records Manager will work closely with various departments including legal, procurement, Informational Technology and Internal Audit.

This position will report directly to the Chief Risk Officer.

DETAILED ROLES & RESPONSIBILITIES

• Develop and implement records management policies and classification systems to control the creation, receipt, maintenance, use, and disposal of physical and electronic records.
• Coordinate with department heads and records coordinators to identify and classify documents or other electronic content according to criteria such as confidentiality and retention period.
• Conduct regular on-site reviews of document management programs and protocols (physical and digital) at each of the company’s locations and facilities.
• Train company personnel in proper records handling, storage, and disposal procedures to ensure organizational and legal compliance.
• Oversee the organization, categorization, and maintenance of information about records to ensure their easy access and retrieval.
• Apply consistent standards and practices throughout the records’ lifecycle, from creation to disposition, in compliance with legal and regulatory requirements.
• Coordinate closely with the Legal Department to support e-discovery processes.
• Oversee the conversion of paper records to digital format when retention is required, ensuring the integrity of original documents is maintained and that digital versions meet quality standards.
• Manage the storage and destruction of the organization’s physical records.
• Work with records vendors to reduce the number of physical documents located in storage.
• Manage the storage and destruction of the organization’s electronic records (including SAP And MS 365).
• Facilitate the retrieval of records and information by staff and stakeholders, ensuring timely and secure access to documents as required.
• Oversee the disaster recovery plan for records, ensuring the protection and easy recovery of documents in the event of a disaster, such as fire or flood.
• Conduct periodic audits of records and information management processes to ensure compliance with laws, regulations, and organizational policies.
• Ensure the confidentiality and security of records.

QUALIFICATIONS & EXPERIENCE

• Five (5) years of experience with corporate wide records management program or a minimum or
• Bachelor’s degree in information management, Library Science, Business Administration, or relevant area and certified as a Records Analyst or Records Manager.
• Understanding of SharePoint Records Center and other automated systems and applications.
• Experience developing and enforcing document retention schedules, policies, and procedures and records management.
• Excellent written and verbal communications skills including strong presentation development and execution ability.
• Strong knowledge and understanding of record types.
• Understand the lifecycle of information and the policies governing it, which helps in mitigating risks associated with information mismanagement and boosting operational efficiency.
• A bias for action when ambiguity is present.
• English / Spanish bilingual capability is highly desired, but not required.

SUPERVISORY RESPONSIBILITY

• None

LOCATION OF ROLE

• West Palm Beach, Florida
• Periodic travel will be required to various company locations within the United States and internationally. The company currently has operations in the United States, Canada, Mexico, Belize, United Kingdom, Portugal and Italy.