JLL empowers you to shape a brighter way.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.
Records & Mail Management Specialist
About the Role
We are seeking a highly organized and detail-oriented professional to support Records and Mail Management operations across the organization. This role is responsible for overseeing records management processes, coordinating with vendors and stakeholders, ensuring compliance with governance standards, and driving process improvement initiatives. The successful candidate will play a key role in maintaining operational excellence, service delivery standards, and supporting strategic projects.
Key Responsibilities
Records Management (45%)
- Manage day-to-day engagement with multiple external service providers and internal stakeholders across various business functions.
- Oversee and govern overseas courier operations, ensuring compliance with established policies, controls, and service standards.
- Administer access management for records-related systems and custodial accounts, ensuring appropriate authorization controls are maintained.
- Design, implement, and operationalize enhanced governance and control measures to strengthen risk management and operational effectiveness.
- Plan and facilitate User Acceptance Testing (UAT) sessions for system enhancements and process improvements.
- Conduct training and knowledge-sharing sessions for end users across business units.
- Provide ongoing support and guidance to internal stakeholders on records management processes, systems, and enquiries.
- Deliver presentations, demonstrations, and updates to management committees and key stakeholders.
- Perform periodic Key Risk Indicator (KRI) reviews and sample checks to ensure compliance with service level agreements and reporting requirements.
Mail Management (35%)
- Coordinate and monitor mail management services provided by external vendors.
- Conduct onsite visits to vendor locations to review operational performance, compliance, and service delivery when required.
- Support service delivery managers by providing operational coverage and business continuity support during periods of absence.
- Work closely with stakeholders and vendors to address operational issues and drive service improvements.
Projects & Continuous Improvement (20%)
- Support records digitization and legacy records management initiatives, including fact-finding and data analysis activities.
- Coordinate the compilation and management of regional contracts and related documentation.
- Develop process maps, operational flowcharts, presentations, and documentation to support business initiatives.
- Participate in employee engagement, committee activities, and cross-functional collaboration initiatives.
- Contribute to technology and process transformation projects, including SharePoint migrations and records management enhancements.
- Identify opportunities to streamline workflows, improve controls, and enhance operational efficiency.
Requirements
- Bachelor's degree or diploma in Business Administration, Information Management, Records Management, Operations Management, or a related discipline.
- 3-5 years of experience in records management, document management, mailroom operations, vendor management, or operational governance.
- Experience working with external vendors and managing stakeholder relationships across multiple business functions.
- Strong understanding of operational controls, risk management, and compliance requirements.
- Experience supporting UAT, training delivery, and process improvement initiatives.
- Proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, SharePoint
- Good communication, presentation, and stakeholder management skills.
- Strong analytical, problem-solving, and organizational abilities.
Preferred Qualifications
- Experience in banking, financial services, or a regulated industry.
- Knowledge of records retention, information governance, and document lifecycle management practices.
- Familiarity with courier, mail management, or records storage operations.
Key Competencies
- Stakeholder Management
- Vendor Governance
- Operational Risk & Controls
- Records & Information Management
- Process Improvement
- Training & User Enablement
- Communication & Presentation Skills
- Project Coordination
- Attention to Detail
Location:
On-site –Singapore
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!
At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.
JLL Privacy Notice
Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.
For more information about how JLL processes your personal data, please view ourCandidate Privacy Statement.
For additional details please see our career site pages for each country.
Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to ourContact Us page > I want to work for JLL.
