Records Manager-Philadelphia, PA

Aleto, Inc. • Philadelphia, PA

4d • $85,000 - $95,000 • Onsite

About The Position

Aleto Inc. is seeking a Records Manager with expertise in government property administration and federal records management to support a federal client. The position performs facilities operations and comprehensive records lifecycle management in accordance with federal regulations and agency-specific requirements. Duties also include supporting facility operations, government property administration, and records-related reporting and requests. The role requires an associate degree in a related field or equivalent professional experience and at least five years of professional experience in facilities and records management, particularly in a federal or highly regulated environment. The employee must be authorized to work in the United States and eligible to pass and maintain a Moderate Risk Public Trust Background Check (HSPD-12). The work is consistently performed in an office environment with artificial light and air.

Requirements

• Associate degree in Business Administration, Information Management, Logistics, or a related field, or equivalent professional experience.
• At least 5 years of professional experience in facilities and records management, particularly in a federal or 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 and ability to coordinate with client staff, ARLOs, POCs, COR, and contractors.
• 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).
• Ability to meet the physical and environmental conditions described, including remaining stationary at least 50% of the time, moving around an office, accessing items in high or low areas, transporting items up to 20 pounds, and frequently operating a computer and other office machinery.
• Ability to observe details at close range, visit other locations, and communicate and exchange accurate information with coworkers, vendors, and clients.

Nice To Haves

• Familiarity with records management tools such as Alfresco, FileNet, Documentum, or ECMS.
• Current or previous HHS Public Trust clearance.

Responsibilities

• Manage logistics for parking allocation, signage, and stakeholder communication.
• Assist with implementing and documenting safety, emergency preparedness, and evacuation plans.
• Coordinate on-site and virtual meetings, including room setup and technology support.
• Escort vendors and contractors and ensure compliance with access control procedures.
• Support 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.
• Develop a file plan procedure tailored to client program operations, requirements, and office location.
• Create and maintain an overview dashboard for records management.
• Identify and resolve inconsistencies in records classification or retention.
• Ensure 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, shared drives, and storage systems.
• Coordinate records inventory 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 to manage and validate record data.
• Process records retrieval requests within required timelines; maintain check-out logs and ensure files are returned or followed up on promptly.
• Digitize and deliver requested records securely and in accordance with policy.
• Organize file-room cleanups and records disposition activities; prepare records for destruction or transfer under 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 and report issues, volumes, and compliance progress monthly.
• Respond to dashboard feedback and ensure its accuracy and timeliness.
• Maintain accurate and timely database entries, reporting, and mail processing; comply with safety protocols and document-retention requirements.
• Complete internal and external requests by stated deadlines and manage confidential information with integrity.
• Provide additional facilities support as needed, including vehicle mileage and usage logs, mail processing, document scanning, filing, and database entry.
• Follow Aleto processes, standards, and guidelines; use employee and intranet platforms, submit expense reports, and provide monthly progress reports.
• Participate in recurring one-on-one and performance development meetings with the Aleto team lead.
• Attend team meetings, tri-annual company All-Hands Meetings, and company-sponsored team-building events.

Benefits

• Medical, vision, and dental insurance, with employer contributions toward premiums.
• HSA or FSA enrollment option, depending on elected medical coverage.
• Company-paid short-term and long-term disability insurance.
• Company-paid life insurance.
• Paid time off, including eleven federal holidays; full-time employees accrue PTO at 5 hours per pay period, totaling three weeks per year.
• Separate bank of 40 hours of paid sick leave per year.
• 401(k) qualified retirement plan for full-time employees.
• Parental leave.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree