Records Mgmt/Office Services Coord - WHO

Ernst & Young, a global leader in professional services, is committed to restoring the public’s trust in professional services firms and in the quality of financial reporting. Our 107,000 people in 140 countries pursue the highest levels of integrity, quality, and professionalism in providing a range of sophisticated services centered on auditing, accounting, tax, and transactions. We strive to help all of our people achieve both their professional and personal goals through an inclusive environment that values everyone's contributions, appreciates diversity of thought, fosters growth, and provides continuous opportunities for development. Recognized by organizations such as Fortune, Working Mother, and Training magazine, Ernst & Young continually strives to be a great place to work.
Job Description:
Under direct supervision, the Records Management/Office Services Coordinator is responsible for coordinating the handling and processing of client records. This includes coordinating the inventory, storage and maintenance of files and workpapers within a prescribed office facility. The responsibilities of this position also include but are not limited to coordinating the operational aspects of facilities maintenance services and all on-site services as well as maintenance of office equipment. Responsibilities Assisting firm employees and clients with record storage and retrieval (both on and off-site); ensuring that records are properly maintained within firm guidelines; and coordinating and monitoring established records management controls. Manages various facilities service functions at Ernst & Young sites ensuring that consistent, quality, and cost-effective services are provided. Provides the expertise to ensure that Ernst & Young assets and image are protected by maintaining a safe, functional and productive work environment. Coordinates the efficient transfer of client files to off-site storage, and to and from other firm office(s). Retrieves records from exiting employees in a timely manner. Effectively coordinates the annual retention compliance review process with the Records Manager. Accurately maintains the Litigation Hold List as required by the General Counsel’s Office. Ensure quality control by performing a quarterly audit of records management procedures and database with the Records Manager. Provides work direction and clarifies firm procedures to staff. May assist in the training of new Record Center support staff members on record management procedures. Proactively coordinates the access and security of Record Center software. Takes ownership of data integrity ensuring accurate record information adheres to operational guidelines. May supervise and coordinate the work of support services staff who provide central files services, mailroom, shipping/receiving, etc. Possesses an in-depth knowledge of work routines and procedures related to facilities and office services support functions. Ensures firm standards are maintained. Makes process improvement and expense management recommendations. Oversees facilities work order system and manages service call responsiveness. Assigns work requests to facilities maintenance services staff. Ensures compliance with firm's procurement policies. May act as a liaison with vendors for equipment service and repairs. Liaisons with building management and outside vendors on minor issues/projects related to HVAC, construction, moving, etc. May review and prepare invoices for approval and payment processing. Acts as liaison with Technology Support Services in the delivery of telecommunications and system support; which encompasses all moves and changes of telephone and systems including PCs, printers, copiers, and fax machines. Plans and coordinates all internal and external moves, including associated furniture, technology installations, vending services, copiers, etc. Interacts with vendors, building management, Ernst & Young Information Technology and Telecommunications staff to coordinate all aspects of move.Ernst & Young LLP, an equal opportunity employer, values the diversity of our work force and the knowledge of our people.
REQUIREMENTS
Qualifications: To qualify, candidates must have: a bachelor’s degree or equivalent work experience approximately 3-5 years related experience excellent customer service skills strong communication, interpersonal, organizational and teamwork skills proficiency using Microsoft Word and Excel ability to lift 50 pounds