JOB SUMMARY
The Document Control Administrator is responsible for administering, organizing, and maintaining ACG's lease, transaction, corporate, and related business records in accordance with established document management standards. The role ensures document quality and completeness; records, tracks, and safeguards originals; supports transaction documentation and due diligence; facilitates company-wide document retrieval and records governance; and partners with internal stakeholders to improve procedures, systems, data quality, training, and workflow efficiency.
HIRING RANGE
$75,000 - $95,000
Bonus eligible position
Individual pay may vary from the target hiring range and is determined by a number of factors including experience, location, internal pay equity, and other relevant business considerations.
LOCATION
Newport Beach, CA
ESSENTIAL JOB FUNCTIONS/DUTIES
- Manage the receipt, review, organization, filing, maintenance, and retrieval of lease, transaction, corporate, and other business records, applying established naming conventions, metadata, indexing, classification, and filing standards
- Maintain complete and accurate executed document sets and perform quality-control reviews, file audits, and reconciliations to identify documentation gaps and coordinate corrective action
- Record, track and save originals as required for each transaction type in a timely, efficient manner
- Partner with Contracts Management, Legal, Trading, and other transaction stakeholders to compile, validate, and deliver document packages supporting acquisitions, sales, financings, letters of credit, assignments, novations, aircraft deliveries and returns, and due diligence activities
- Serve as a company-wide resource for document retrieval and procurement while administering original-document custody, retention, archival, legal holds, access, confidentiality, and approved disposition requirements
- Monitor document management performance and collaborate with internal stakeholders to develop procedures, provide training, resolve recurring issues, and implement workflow, system, data-quality, and document migration improvements
KEY DIMENSIONS
- Demonstrates strong ownership, organization, and attention to detail in maintaining complete, accurate, timely, and readily retrievable document records
- Applies sound judgment and discretion in administering document standards, quality controls, original-document custody, retention, confidentiality, and access requirements
- Communicates and collaborates effectively with Contracts Management, Legal, Trading, and other internal and external stakeholders to support transaction documentation, due diligence, and document requests
- Prioritizes competing demands, resolves documentation issues, and contributes to procedures, training, system enhancements, data quality, and workflow improvements
KEY RELATIONSHIPS & LEADERSHIP
- AVP, Head of Lease Management & Transformation - reports to the functional leader responsible for the Contracts Management team, lease lifecycle governance, process improvement, and business-facing contract support
- Commercial, Trading, Technical, Accounting/Treasury, Risk, Finance, IT, and Asset Analytics - collaborate on transaction document requirements, due diligence, document retrieval, records accuracy, system support, and the timely resolution of documentation gaps
- External stakeholders - coordinate with lessees, outside counsel, OEMs, trustees, insurers, service providers, and other counterparties, as needed, to collect, validate, deliver, and retrieve transaction and lease-related documentation
QUALIFICATIONS
- Bachelor's degree preferred
- A minimum of two (2) to four (4) years of experience in document or records management, document control, contract administration, legal operations, transaction support, or a comparable role involving the organization, quality review, tracking, retention, and retrieval of business records
- Experience with aircraft operating leases, lease amendments, novations, assignments, sales, deliveries, returns, conditions precedent and subsequent, letters of credit, insurance documents, OEM documentation, and transaction closing documentation preferred
- Knowledge of M-Files and SharePoint filing systems a plus
- Proficiency in Microsoft Office products, including Word, Excel, PowerPoint, and Outlook, and willingness to learn other applications
WORKING CONDITIONS/PHYSICAL REQUIREMENTS
- This role is an in-office position and requires regular on-site presence to support collaboration and business needs
- Ability to use computer & software programs on a daily basis
ENVIRONMENT
No travel is required outside of ad-hoc and infrequent external trainings and offsite events. The workspace is in an indoor office building with no exposure to heavy machinery. The majority of the time will be spent sitting (80%) with part of the time spent collaborating with other groups and team members (20%).