Senior, Records Management

The RMR Group • Newton, MA

3d

About The Position

The Senior, Records Management position is responsible for maintaining, governing, and continually enhancing the company’s digital records infrastructure for lease and property documentation. As a subject matter expert in RMR Central’s Digital Records Management (DRM) module, this role ensures the integrity, accessibility, organization, and long-term management of corporate lease and property records. The position is cross-trained in Lease and Property Records functions and works closely with Lease Administration, Legal, RMR Residential, Regional teams, IT, and external stakeholders.

The role supports acquisitions, dispositions, financings, audits, and other corporate transactions by ensuring records are complete and accurate throughout their lifecycle. It also identifies process improvements, contributes to system enhancements, develops best practices, and provides end-user guidance and training.

Requirements

• Bachelor’s degree required.
• At least 5 years of commercial real estate experience.
• Knowledge of standard and non-standard lease components.
• Ability to comprehend retail and commercial lease language.
• Advanced understanding of commercial real estate documentation, including leases, amendments, easements, deeds, title documents, financing documents, and transaction records.
• Proficiency with Yardi, Microsoft Word, Excel, SharePoint, and document management platforms.
• Strong analytical and problem-solving skills, including the ability to identify process improvements and implement effective solutions.
• High attention to detail, with an emphasis on accuracy and quality.
• Ability to lead initiatives, manage multiple priorities, and drive projects to completion.
• Strong organizational skills and commitment to data accuracy and quality.
• Exceptional verbal and written communication skills.
• Ability to work in a fast-paced, collaborative, results-driven environment.

Nice To Haves

• Paralegal certification, records management certification, or related professional experience.

Responsibilities

• Serve as a subject matter expert for lease and property records management processes, ensuring compliance with departmental standards, retention requirements, and data governance practices.
• Administer and maintain digital lease and property files in the DRM module, including indexes, leases, amendments, deeds, easements, CC&Rs, and other legal and property records.
• Perform quality assurance reviews of records and metadata, identifying discrepancies, trends, and opportunities to improve data integrity and document accessibility.
• Enhance and optimize the DRM module through user acceptance testing, workflow improvements, system configuration recommendations, and coordination with IT and software vendors.
• Develop, maintain, and deliver user training materials, procedural documentation, and best practices for records management systems.
• Manage off-site storage programs, including inventory oversight, retention compliance reviews, annual destruction initiatives, and vendor coordination.
• Review, reconcile, and approve invoices related to records management, storage services, and document solutions vendors.
• Identify and implement process improvements, including evaluating and using AI-driven technologies and automation tools.
• Oversee and prioritize ServiceNow requests, ensuring timely resolution of inquiries, document submissions, and records-related projects.
• Participate in and support departmental initiatives, system enhancements, and process improvement projects.
• Coordinate records management activities for acquisitions, dispositions, financings, and other corporate transactions, ensuring documentation is complete, organized, and accessible.
• Coordinate the collection, validation, and reconciliation of transaction documentation from internal and external sources, resolving deficiencies and working with stakeholders to obtain missing records.
• Review transaction documentation for completeness and consistency before uploading it to the DRM module and identify record gaps or risks requiring follow-up.
• Organize, index, and upload property-level transaction documents, including deeds, title documents, surveys, third-party reports, and closing deliverables.
• Partner with Legal, Lease Administration, external counsel, and transaction teams on due diligence, audit requests, and document-intensive projects.
• Liaise with Lease Administration, Legal, RMR Residential, Regional teams, IT, external counsel, and third-party vendors on records management matters.
• Guide and support team members and business partners on records management standards, procedures, and system functionality.
• Facilitate cross-functional initiatives to improve document accessibility, data quality, operational efficiency, and user experience.
• Provide customer service while managing complex records requests, project deliverables, and competing priorities.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Life and disability insurance
• Health Savings Account (HSA) and Flexible Spending Plans (FSA)
• 401(k) plan with employer match
• Holidays, vacation, and sick time
• Parental leave
• Tuition assistance
• Matching gift program
• Voluntary employee-paid benefits, including critical illness and accident insurance, identity theft protection, and pet insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Senior