This job description outlines a Records Manager position with a focus on records and information management, customer service, database management, compliance (specifically SOC 2), and operational efficiency.

Key Responsibilities Breakdown

1. Records, Operations, and Warehouse Management

• Key Tasks : Oversee all records management policies and operations. Ensure compliance with SOC 2 standards, from physical warehousing to digital storage. Manage personnel in the warehouse to ensure efficiency.
• Skills/Experience :
• SOC 2 compliance (strong knowledge of data protection standards)
• Operations/warehouse management
• Vendor relationship management
• Process optimization for both physical and digital records

2. Customer Service and Sales Support

• Key Tasks : Handle first-level customer service, resolve issues, and support the sales team by identifying customer needs and offering tailored solutions.

3. Database and Imaging Management

• Key Tasks : Maintain accurate records in the database, ensure security, and manage imaging/digitization processes with quality assurance checks.

4. Invoicing, Collections, and Financial Support

• Key Tasks : Assist with invoicing, collections, and resolve customer payment queries. Work with the finance team to ensure accurate billing.
• Skills/Experience :
• Familiarity with invoicing and collections processes
• Collaboration with finance teams
• Attention to detail in billing and payments

5. Training, Compliance, and Risk Management

• Key Tasks : Develop and deliver training on SOC 2 standards, internal policies, and software use. Conduct regular audits to ensure compliance.
• Skills/Experience :
• Knowledge of compliance standards (SOC 2)
• Training and staff development skills
• Risk management and auditing experience

6. Process Optimization and Quality Assurance

• Key Tasks : Continuously assess workflows and implement improvements to enhance efficiency, reduce costs, and maintain high standards in records management.

Qualifications Breakdown

• Education : A Bachelor’s degree in Information Management, Operations, Business Administration, or a related field is required. Certifications such as CRM (Certified Records Manager) or SOC 2 would be beneficial.
• Experience :
• 3+ years in records management, information governance, operations, or customer service
• Experience with records management software (likely specific software tools for records handling)
• Strong knowledge of database systems and Microsoft Office Suite (for general tasks and reporting)
• Sales support , invoicing, and collections experience are also mentioned as part of the role.