[Hiring] Records Management Associate @System4 Facility Services Management

Role Description

System4 Facility Services Management is seeking a detail-oriented and highly organized Records Management Associate to support the maintenance, security, and accuracy of company records and documentation. This role ensures that operational, client, compliance, and administrative records are properly filed, stored, retrieved, and maintained in accordance with company policies and regulatory requirements. The ideal candidate is proactive, confidential, and capable of managing both digital and physical documentation systems in a fast-paced facilities services environment.

Key Responsibilities

• Records & Documentation Management
  • Maintain and organize physical and electronic records, including contracts, service agreements, compliance documentation, and employee records.
  • Ensure proper classification, indexing, and secure storage of company files.
  • Monitor document retention schedules and oversee proper archiving or disposal procedures.
  • Retrieve records promptly upon request from leadership or clients.
• Compliance & Confidentiality
  • Ensure adherence to internal policies and external regulatory requirements regarding document retention and privacy.
  • Safeguard confidential and sensitive information.
  • Assist with audits by preparing and organizing required documentation.
• Data Entry & System Management
  • Accurately input, update, and maintain records in document management systems.
  • Conduct routine audits of records to ensure completeness and accuracy.
  • Support implementation or improvement of digital filing systems.
• Administrative Support
  • Assist operations and management teams with document preparation and reporting.
  • Coordinate with departments to ensure timely submission of required documentation.
  • Support special projects related to process improvement and records digitization.

Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Information Management, or related field preferred.
• 1–3 years of experience in records management, administrative support, or document control.
• Strong knowledge of filing systems and document management software.
• Excellent organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and cloud-based storage platforms.