Senior, Records Management

The Senior, Records Management position plays a critical role in maintaining, governing and continuously enhancing the company’s digital records infrastructure for both Lease and Property documentation. This role serves as a subject matter expert for records management activities within RMR Central’s Digital Records Management (DRM) module and is responsible for ensuring the integrity, accessibility, organization and long-term management of corporate lease and property records.

The individual will be cross trained in both Lease and Property Records functions and will partner closely with Lease Administration, Legal, RMR Residential, Regional teams, IT and external stakeholders to support operational and strategic initiatives. This role is expected to identify process improvement opportunities, contribute to system enhancements, develop best practices and provide guidance and training to end-users.

This position plays a key role in supporting acquisitions, dispositions, financings, audits, and other corporate transactions by ensuring complete and accurate documentation is maintained throughout the records lifecycle.

Records Management

• 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 within the DRM module, including indexes, leases, amendments, deeds, easements, CC&Rs, and other critical legal and property records.
• Perform quality assurance reviews of records and metadata, proactively identifying discrepancies, trends, and opportunities to improve data integrity and document accessibility.
• Lead efforts to enhance and optimize the DRM module, including 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 to support adoption and consistent utilization of records management systems.
• Manage the administration of 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 improvement opportunities, including the evaluation and utilization of AI-driven technologies and automation tools to improve operational efficiency.
• Oversee and prioritize Service Now requests, ensuring timely resolution of inquiries, document submissions, and records-related projects.
• Participate in and support departmental initiatives, system enhancements, and process improvement projects.

Transaction Support

• Coordinate records management activities supporting acquisitions, dispositions, financings, and other corporate transactions, ensuring documentation is complete, organized, and accessible.
• Coordinate the collection, validation, and reconciliation of transaction-related documentation from internal and external sources, proactively resolving deficiencies and partnering with stakeholders to obtain missing records.
• Review transaction documentation for completeness and consistency prior to upload into the DRM module and identify potential record gaps or risks requiring follow-up.
• Manage the organization, indexing, and upload of 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 to support due diligence efforts, audit requests, and document-intensive…