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File Management Administrator Jobs in California

GGP

Property Management Administrator

Newark, CA · On-site

$36/hr

Position Summary The Property Management Associate (PMA) administers the property's short-term ... files to comply with audit guidelines * Administer strategic partnership deals including obtaining ...

GGP

Property Management Administrator

Newark, CA · On-site

$22.50 - $30/hr

Position Summary The Property Management Associate (PMA) administers the property's short-term ... files to comply with audit guidelines * Administer strategic partnership deals including obtaining ...

CalPolyPomona

Management/Administrator Pool

Pomona, CA · On-site

$9.6K - $30K/mo

Management/Administrator Pool Apply now Job no: 548089 Work type: Management (MPP) Location: Pomona ... The successful candidate accepting this position is required to file financial interest disclosure ...

Dutra Group

Risk Management Administrator

San Rafael, CA · On-site

$70K - $80K/yr

Risk Management Administrator Equal Opportunity Employer/Veterans/Disabled SUMMARY: Support the ... Organize and maintain Risk Department files; * Attend annual policy renewal meeting with Marsh to ...

Essel

Project Administrator

Los Gatos, CA · On-site

The Project Administrator will be responsible for providing administrative support to ensure the ... managers as needed - Perform general clerical duties such as filing, typing, and data entry ...

Essel

Project Administrator

Los Gatos, CA

The Project Administrator will be responsible for providing administrative support to ensure the ... S trong clerical skills with proficiency in file management and organization * E xcellent customer ...

Essel

Project Administrator

Los Gatos, CA · On-site

The Project Administrator will be responsible for providing administrative support to ensure the ... managers as needed - Perform general clerical duties such as filing, typing, and data entry ...

Jobsbridge

Oracle Database Administrator

San Jose, CA · On-site

$59.50 - $80.75/hr

... scripting and file management. 3+ years of using modeling tool, preferable ER/Studio Some java skills desirable Qualifications Oracle DBA, PL/SQL,object modeling,ER/Studio ,UNIX Additional ...

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File Management Administrator information

What is a file management administrator?

File Management Administrators are professionals responsible for organizing, maintaining, and securing digital and physical files within an organization. They ensure that documents are properly stored, easily accessible to authorized personnel, and compliant with relevant regulations regarding data retention and privacy. Their duties may include managing file storage systems, overseeing document archiving, and implementing policies for file naming, retrieval, and disposal. File Management Administrators play a crucial role in supporting efficient workflows and protecting sensitive information.

What are the key skills and qualifications needed to thrive as a file management administrator?

To thrive as a File Management Administrator, you need strong organizational skills, attention to detail, and a background in records management, often supported by an associate’s or bachelor’s degree in information management or a related field. Familiarity with electronic document management systems (EDMS), databases, and proficiency in Microsoft Office are typically required, and certifications like Certified Records Manager (CRM) can be advantageous. Excellent communication, discretion, and problem-solving abilities help ensure efficient collaboration and secure handling of sensitive information. These skills and qualities are crucial for maintaining accurate records, ensuring compliance, and supporting the effective flow of information within an organization.

What are some common challenges faced by file management administrators when handling large volumes of digital documents?

File Management Administrators often encounter challenges such as ensuring consistent file naming conventions, managing access permissions across multiple departments, and keeping track of document versions to prevent data loss or duplication. Working with large volumes of digital files requires strong organizational skills and attention to detail, as well as familiarity with document management systems. Collaborating closely with IT, compliance, and end users is essential to maintain data integrity, resolve access issues, and support efficient workflow.

What cities in California are hiring for File Management Administrator jobs?

Cities in California with the most File Management Administrator job openings:

Property Management Administrator

Newark, CA • On-site

Brookfield Properties
Real Estate • 1 - 5K employees
Learn more about Brookfield Propertiesexternal

$22.50 - $30/hr

Full-time

Medical, Dental, Vision, Retirement, PTO

Re-posted 13 days ago

Brookfield Properties rating

7.5

Company rating: 7.5 out of 10

Based on 24 frontline employees who took The Breakroom Quiz

Job description

Location
NewPark Mall - 2086 NewPark Mall
Business
Headquartered in Chicago, IL, GGP is a leading retail real estate company with a portfolio of 95+ high-performing retail assets, encompassing over 95 million square feet of space across the United States. As an owner-operator, we're committed to creating vibrant destinations that bring people and brands together. With a team of 1,200+ employees and a legacy of leadership in retail real estate, we're shaping the future of the industry by delivering exceptional value to our partners and the communities we serve
If you're ready to be a part of our team, we encourage you to apply.
Job Description
Position Summary
The Property Management Associate (PMA) administers the property's short-term revenue programs, oversees community-based programs, assists with implementing mall marketing programs, and manages retailer and community relations. The PMA serves as a liaison across multiple functions including but not limited to Mall Management, Business Development, Strategic Partnerships, Leasing, and Marketing.
Responsibilities
Revenue Administration
  • Administer specialty leasing (retail merchandising units and kiosks) deals; prepare deal sheets & packets within Salesforce, facilitate license agreement execution, complete merchant on-boarding process, and maintain merchant files to comply with audit guidelines
  • Administer strategic partnership deals including obtaining collateral, coordinating installation and removal per contracted term
  • Serve as primary on-site contact for business development program; resolve complaints and communicate any issues to the GM and appropriate Business Development contact
  • Ensure merchants adhere to company guidelines and visual standards
  • Screen, prospect, and route business development (specialty leasing and strategic partnerships) leads to appropriate representative
  • Participate in specialty leasing site visits with prospective merchants as requested
  • Identify appropriate merchant placement based upon available space inventory & building code requirements
  • Coordinate merchant opening and closing logistics with operations and security; coordinate install and removal of RMUs, banners, signage, and advertisements
  • Work with Tenant Coordination to obtain approved drawings and municipality permits for new kiosks
  • Provide proof of performance for national and local advertising deals and activations as requested
  • Post and maintain collateral, coordinate installation and removal per contracted terms
  • Educate merchants on rent collection system, verify payments, follow-up and collect Accounts Receivable as needed
  • Collect and track specialty leasing merchant sales; calculate and bill overage & breakpoints
  • Administer storage rental program, which includes negotiating new and renewal agreements, tracking occupancy, and other related activity
  • Oversee merchant Insurance Program which includes, but not limited to, signing up qualifying new and existing merchants, ensuring Certificates of Insurance are current
  • Oversee Holiday photo set operator/vendor, including but not limited to, being the main point of contact, coordinating set install, monitoring daily operations, tracking sales, and coordinating set removal
  • Deliver violation letters and/or action notices as approved by GM and Business Development
  • At the discretion of leadership, may be required to participate in the Manager on Duty (MOD) schedule during non-office hours, including evenings, weekends, and holidays. MOD coverage may include being on call, or on-site when appropriate. The on-site requirements of the MOD will be determined and approved by leadership.

Marketing, Community, Customer Experience
  • Implement portfolio-wide and community programming and events
  • Secure retailer participation for events (sampling, demos, offers, displays, etc.), execute event implementation, collect results and highlights, and submit Community Event Tracker
  • Maintain property social media account and website, including but not limited to updates and responses
  • Submit local content for digital screens
  • Coordinate installation of barricade graphics and/or window displays for vacant spaces
  • Administer in-mall directories to include store listing updates. Monitor content and operations of directories, digital signage, and banner program to ensure no operational issues

Miscellaneous
  • Other duties as assigned

Qualifications
  • High School degree or GED required; Associate's or Bachelor's degree preferred
  • 1-3 years shopping center or retail experience
  • Strong project management, organizational skills, and interpersonal skills with attention to detail
  • Ability to analyze and interpret financial reports, budgets, contracts, and legal documents
  • Ability to adapt to a dynamic work environment
  • Supervisory and coaching skills with ability to delegate tasks
  • Demonstrate effective conflict resolution and customer service skills for interaction with merchants, customers, and co-workers
  • Strong working knowledge of various computer software such as Microsoft Office, Microsoft Teams, JDEdwards, Salesforce

Compensation
  • Salary type: Non-Exempt
  • Pay Frequency: Bi-weekly
  • Hourly Pay Range: $30 - $36 per hour
  • Annual Bonus: 10%

Core Competencies: Nimble Learning, Collaborates, Drives Results, Customer Focus, Business Insight, Organizational Savvy
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to do the following:
  • The employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.
  • The employee frequently is required to stand, walk, and reach with hands and arms.
  • The employee is occasionally required to stoop, kneel, crouch, or crawl.
  • The employee may frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
  • The noise level in this work environment is usually moderate.

Benefit Information
  • Competitive compensation
  • Medical, Dental and Vision beginning day 1
  • 401(k) Company matching
  • 401(k) Vests on Day 1
  • Career development programs
  • Charitable donation matching
  • Generous paid time off (i.e., vacation, personal holidays, paid sick time)
  • Paid Volunteer Hours
  • Paid Parental Leave
  • Family planning assistance including IVF, surrogacy, and adoption options
  • Wellness and mental health resources
  • Pet insurance offering
  • Childcare Assistance
  • Commuter benefits
  • A culture on our values of Act with Integrity, Build Mutual Trust, Take Initiative and Win Together.

We are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position, however, only candidates selected for pre-screening will be contacted.
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