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Records Manager

Company: Hillwood Investment Properties
Location: Fort Worth
Posted on: May 26, 2023

Job Description:

Company Overview:

Hillwood, a Perot company, is a full-service industrial real estate developer, investor and advisor, focusing on institutional-grade industrial properties. From acquisitions and joint ventures to development, property management and fund/asset management, Hillwood provides creative solutions for its customers and long-term value for its partners. Hillwood has experience in 52 markets across North America and Europe and has developed and acquired 260 million square feet (Q4-2022). For additional information, visit

Position Summary:

We are seeking a Records Manager to join the Hillwood Corporate Services team. This individual will work under the direction of the Director of Records Management. The primary function of the role will be to provide support with a variety of document management duties, ultimately assisting with the entire records management process for Hillwood, companywide. This role requires a keen attention to detail and aptitude to think beyond the scope of basic document management. This person will need to understand the purpose of each document they are indexing and how it ultimately fits into the project's story to properly code, organize and draw each corresponding document together. The selected candidate will be an integral part of the quality assurance component of this high-performing team.


  • Ensure that record management principles are applied to physical and electronic information consistent with the requirements of lifecycle management.
  • Index all incoming documents into Electronic Document Database Software (Laserfiche) with careful attention to detail as to how each document is filed to ensure accuracy.
  • Work closely with the internal Hillwood legal team to identify corresponding information required to properly index each newly created Hillwood entity by division code and for organizational purposes.
  • Responsible for reviewing each document received to determine the scope of the project, physical location of the project and division classification.
  • Ensure documents received from third parties pertain to the corresponding project and are received in entirety.
  • Ensure the necessary hardcopy files are filed correctly in the fireproof cabinets.
  • Provide timely response to email inquiries, many of which are time sensitive and may require research.
  • Assist Hillwood teams with specific document requests as related to each deal/project.
  • Provide training and support to users having access to Laserfiche as needed.
  • Provide procedural guidance to all Hillwood team members as needed.
  • Performs other job-related duties as assigned.

    Required Skills/Abilities:

    • Maintain the utmost confidentiality, respect, and gained trust companywide.
    • Must possess a keen attention to detail in composing and proofing materials, establishing priorities and meeting deadlines.
    • Excellent written and verbal communications skills.
    • Excellent project management and organizational skills.
    • Ability and willingness to learn the purpose of each document received, the role it plays and what type of information is captured within the document itself.
    • Acumen for the review and understanding of Title research, surveys, plats and maps, title exceptions, property dedications, acreages, etc.
    • Ability to simultaneously manage multiple tasks.
    • Ability to work independently and as well as on a team.
    • Proficiency in MS Office and Laserfiche, or another electronic record keeping software.
    • Must be a team player and possess a "Can-do" attitude.

      Education and Experience:

      • Bachelor's Degree in related field, or equivalent work experience.
      • Knowledge of legal documents and contracts, required.
      • Knowledge of Real Estate legal documents and contracts, preferred.
      • Experience working in Real Estate, Development or Construction industries, strongly preferred.
      • Minimum of 5 years' experience in a Records/Documents Management, strongly preferred.

        EEO Statement:

        Hillwood is committed to providing Equal Opportunity in Employment, to all applicants and employees regardless of, race, color, religion, gender, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic protected by law.

Keywords: Hillwood Investment Properties, Fort Worth , Records Manager, Executive , Fort Worth, Texas

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