Temporary Facility Record Manager-Dallas, TX

Aleto, Inc.•Dallas, TX

3d•$84,000 - $94,000

About The Position

Aleto specializes in federal property management, space planning, and facility management. Aleto primarily supports federal government agencies to create realty solutions, provide facility and space planning support services, and enhance strategic communications. We are looking to hire motivated people who are excited to grow with us. You'll have the potential to help improve processes and help identify solutions for our government, supporting the organizations that serve American citizens across the country. We offer the opportunity to work directly with clients to have a real impact on the day-to-day operations of federal agencies. We are a growing company that stands firm on our core values: Accountability, Ingenuity, Reliability, Service, and Stewardship. This is what sets us apart from our competitors. Aleto Inc. is seeking to hire a Facility Manager with expertise in facilities management, government property administration, and federal records management to support our federal client. This position involves the execution of critical functions across facilities operations and comprehensive records lifecycle management per federal regulations and agency-specific requirements.

Requirements

Associate degree in Business Administration, Information Management, Logistics, or a related field — or equivalent professional experience.
Minimum 5 years of professional experience in facilities and records management, particularly within a federal or a highly regulated environment.
Demonstrated experience in federal property and facility operations.
Proficiency in Microsoft Office Suite, SharePoint, Excel, and government database systems.
Strong understanding of NARA guidelines and federal records lifecycle management.
Excellent organizational, written, and verbal communication skills.
Ability to lead efforts independently, prioritize work effectively, and meet strict deadlines.
Strong interpersonal skills with the ability to coordinate with multiple stakeholders (Client Staff, ARLOs, POCs, COR, contractors).
Background check and Public Trust Clearance is required.
Must be Authorized to Work in the U.S.
Must be eligible to pass and maintain a Moderate Risk Public Trust Background Check (HSPD-12) and have a clean driving record with MVR.

Nice To Haves

Familiarity with record management tools (e.g., Alfresco, FileNet, Documentum, ECMS).
Current or previous HHS Public Trust is a plus.

Responsibilities

Manage logistics for parking allocation, signage, and stakeholder communication.
Assist in the implementation and documentation of safety, emergency preparedness, and evacuation plans.
Coordinate on-site and virtual meetings, ensuring proper room setup and technology support.
Escort vendors, contractors, and ensure compliance with access control procedures.
Support the issuance of HHS ID Badges (PIV Cards) and fingerprinting services.
Maintain inventory and usage logs for government vehicles.
Track and control physical keys and support facility security protocols.
Complete monthly fleet and key control reporting.
Proper coordination and readiness of meetings and parking logistics.
Develop a File Plan procedure tailored to the client’s specific program operations, client requirements, and office location.
Create and maintain an overview dashboard for managing and maintaining records.
Identify and resolve inconsistencies in records classification or retention.
Ensure all Program records are covered by the file plan and aligned with NARA and client schedules.
Perform annual inventories of hardcopy and digital records across file rooms, share drives, and storage systems.
Ensure compliance with NARA standards and client retention schedules.
Coordinate reviews with on-site POCs, Quality Managers, and ARLOs.
Coordinate intake and processing of digital and analog records.
Apply accurate indexing, scanning, digitization, and filing practices.
Use client systems (e.g., ECMS, Documentum, SharePoint) to manage and validate record data.
Process record retrieval requests from client staff within required timelines.
Maintain check-out logs and ensure timely return or follow-up of borrowed files.
Digitize and deliver requested records securely and in accordance with policy.
Organize and execute file room cleanups and record disposition activities.
Prepare records for destruction or transfer per retention schedules.
Complete SF-135 forms and manifests for FRC submissions and provide them to ARLOs and POCs.
Maintain a centralized dashboard summarizing records management activities.
Report issues, volumes, and compliance progress monthly.
Respond to feedback and ensure dashboard accuracy and timeliness.
Accurate and timely database entries, reporting, and mail processing.
Full compliance with safety protocols and document retention requirements.
Internal/external requests are completed and addressed in accordance with stated deadlines.
Highest level of integrity managing confidential information
Provide additional facilities support as needed to include maintaining government vehicles (logging mileage and tracking usage), mail processing, document scanning, filing, and database entry.

Benefits

We offer paid vacation, sick time, paid federal holidays, parental leave, full medical/dental/vision, and a 401(k).
Medical, Vision and Dental Insurance:
Aleto employees are offered single, single-plus-one-dependent, or family medical, vision, and dental insurance plans.
Aleto offers three medical plan options to employees. Aleto contributes 75% of the employee premium to the base medical plan and the option to “buy up” for the two additional plans.
Aleto contributes 75% of the employee premium for the visions and dental plans.
Pre-Tax Savings Accounts
The option to enroll in an HSA or FSA depending on elected medical insurance coverage.
Disability Insurance:
Company-paid short-term and long-term disability insurance.
Life Insurance:
Company-paid life insurance coverage.
Paid Time Off:
Paid time off includes eleven federal holidays. Full-time employees accrue PTO at the rate of 5 hours per pay period for a total of three weeks per year. In addition, employees are provided with a separate bank of 40 hours of paid sick leave per year.
Retirement Plan:
Aleto offers full-time employees a 401(k) qualified retirement plan.