Temporary Facility Manager-Irvine, CA

Facility Manager

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.

Duties include the following. Other duties may be assigned.

Facilities and Government Property

• 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 s (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.

Records Management

• File Plan Development and Process Improvement
• 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.
• Maintenance of Records Inventory
• 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.
• Receiving, Processing, and Storage of Records
• 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.
• Retrieval of Records
• 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.
• Record Disposition (Destruction or Transfer)
• 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.
• Overview Dashboard
• Maintain a centralized dashboard summarizing records management activities.
• Report issues, volumes, and compliance progress monthly.
• Respond to feedback and ensure dashboard accuracy and timeliness.

Qualifications/Capabilities/Software Knowledge

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Qualifications/Education/Experience:

• 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.

Technological Skills:

• Proficiency in Microsoft Office Suite, SharePoint, Excel, and government database systems.
• Strong understanding of NARA guidelines and federal records lifecycle management.
• Familiarity with record management tools (e.g., Alfresco, File Net, Documentum, ECMS).

Required Knowledge and

Skills:

• 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).

Other:

• Background check and…