Document Management Specialist Jobs

San Francisco based firm is seeking a Data / Records Manager. This position is responsible for the development, oversight and strategy of all formal documents and official records including policies, procedures, and guidelines. In this role, you will be responsible for spearheading the documents technology upgrade and will be a key player in decision making for the successful reorganization of all documents. In addition, you will oversee and maintain the database of accounts and partner with others in company initiatives requiring information to be documented and/or recorded. You will also manage the workload and daily tasks of the Records Administrator.

Company Overview:

San Francisco based single family office. The firm manages the extensive business, legal and investment activities on behalf of multiple generations of the family.

The office environment is professional and friendly and committed to a hybrid work schedule.

RESPONSIBILITIES:

• Manages database of financial accounts and all documents associated with those accounts. Responsible for generation and maintenance of the bank account reconciliation list for third party bank account reconciler.
• Consistently manages daily tasks of Records Administrator, and interfaces with Tax and Accounting Coordinators on relevant records tasks for accuracy.
• Runs and distributes quarterly and annual reports and pulls records as needed.
• Directly manages member(s) of the Records Team.
• Anticipate issues before they arise and create solutions that benefit multiple teams within the organization.
• Maintains all legal documentation related to address changes.
• Oversees existing Records and Data Management policies and procedures and facilitates the development of new policies and procedures to ensure compliance with existing regulations and best practices.
• Prepares documentation for the tracking, monitoring and escalation of compliance related issues and notifications.
• Lead efforts to develop systems that meet the needs of each department in the company and liaise with other departments to plan and manage database enhancements and/or new system implementations.
• Manages and oversees organization of all digital and physical permanent records.
• Works closely with company leadership and consistently strategizes areas of improvement for all document systems and procedures.
• Do regular assessment of and planning for digital and physical collection storage.
• Administers offsite records inventory of approximately 1,000 boxes. Responsible for completion of annual offsite records destruction.
• Interface and manage relationships with both internal (tax, accounting, legal, etc.) and outside partners on relevant records projects.
• Responds timely and efficiently to business inquiries, leveraging existing resources where possible.
• Updates and maintains Records Schedules across multiple owners, jurisdictions, and retention periods.
• Acts as a central point of contact for all policy related matters and liaises with compliance functional groups and business partners on issues that may impact departmental policies and procedures.
• Manages the process for bulk download of monthly statements and overseas the reconciliation of statements received.
• Trains business partners in using the database for research, retrieval, and upload.
• Work with team on internal system document technology upgrade and reorganization.
• Manages and oversees the investments portals and retrieval of distributed information from investments partners.

Qualifications:

• Familiarity with designing workflows to facilitate filing, tagging, and searching for documents
• Experience with management of confidential and privileged information
• Desire and ability to work in a fast-paced environment
• Experience with policy and procedure development
• Able to think big picture and incorporate feedback into a cohesive organizational system
• Flexible and adaptable to changing priorities
• Excellent written and verbal communication skills
• Excellent attention to detail and organization skills
• Self-starter with the ability to recognize areas for change and strategize, create, and implement new policies and procedures
• College degree preferred
• 5+ years of relevant work experience including documenting information and records
• Ability to complete physical archives/records tasks, including lifting boxes up to 25 lbs

Preferred Qualifications:

• Experience with ZeeDrive, SharePoint, or PowerAutomate
• Experience with WorldDoc, LazerFrische or other document management systems
• Records management experience
• Experience with WealthHub
• Experience with employee management
• Experience launching and managing a new document management system