Senior Records Management

Overview

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.

Responsibilities

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 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.

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 projects.

Collaboration & Communication

• Act as a key liaison between Lease Administration, Legal, RMR Residential, Regional teams, IT, external counsel, and third-party vendors on records management matters.
• Provide guidance and support to team members and business partners regarding records management standards, procedures, and system functionality.
• Facilitate cross-functional initiatives focused on improving document accessibility, data quality, operational efficiency, and user experience.
• Deliver exceptional customer service while managing complex records requests, project deliverables, and competing priorities.

Qualifications

• Bachelor’s degree required.
• Paralegal certification, records management certification, or related professional experience preferred.
• 5+ years of commercial real estate experience and knowledge of standard/non-standard lease components. Ability to comprehend retail and commercial lease language is essential.
• 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 with the ability to identify process improvements and implement effective solutions.
• This position requires high attention to detail with an emphasis on accuracy and quality.
• Proven ability to lead initiatives, manage multiple priorities and drive projects to completion.
• Exceptional attention to detail, organizational and commitment to data accuracy and quality.
• Exceptional verbal and written communication skills are required.
• Ability to work in a fast-paced, collaborative and results driven environment

Total Rewards

The RMR Group offers an extensive total rewards package to ensure that your benefits align with your needs. Employees who work at least 20 hours per week are eligible to participate in The RMR Group’s benefits plans, including:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Life & Disability Insurance
• Health Savings Account (HSA) & Flexible Spending Plans (FSA)
• 401(k) Plan with Employer Match
• Holidays, Vacation & Sick Time
• Parental Leave
• Tuition Assistance
• Matching Gift Program
• Wide Array of Voluntary, Employee-Paid Benefits to choose from including Critical Illness & Accident Insurance, Identity Theft Protection & Pet Insurance

The estimated base compensation range for this position is $65,000 to $85,000 per year. RMR considers several components including an individual's skills, qualifications, experience, internal equity, and market data. 

Company Overview

The RMR Group (Nasdaq: RMR) is a leading U.S. alternative asset management company, unique for its focus on commercial real estate (CRE) and related businesses. RMR’s vertical integration is strengthened by over 800 real estate professionals in more than 30 offices nationwide who manage over $37 billion in assets under management and leverage 40 years of institutional experience in buying, selling, financing and operating CRE. RMR benefits from a scalable platform, a deep and experienced management team, and a diversity of real estate strategies across its clients. RMR has been recognized by The Boston Globe as a “Top Place to Work”, by the Environmental Protection Agency (EPA) as an “ENERGY STAR Partner of the Year” and ranked by the Building Owners and Managers Association (BOMA) as having one of the highest number of BOMA 360 designated properties in its portfolio. RMR is headquartered in Newton, MA and was founded in 1986.

RMR’s mission is to create long term value for our clients by managing their investments and assets “like we own it” – an approach that consistently and repeatedly generates opportunities for all our employees, investors and stakeholders. We are guided by six core values:

• Integrity at Our Core.
• Perform Passionately and Effectively.
• Inspired Thinking.
• Like We Own It.
• Power of We.
• Mutual Respect.

Visit our website to learn more about what makes The RMR Group a rewarding place to build a career.

Follow RMR on LinkedIn and Instagram @thermrgroup. 

The RMR Group is an equal opportunity employer. Qualified applications will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. For our EEO Policy Statement, please click here. If you’d like more information on your EEO rights under the law, please click here.