Analyst / AVP CNX - Document Management (12 month fixed-term contract)

SMBC Aviation Capital; Dublin; On-site; EUR 65,000 - 90,000; Full time

Benefits offered by this job

Learning & wellbeing programs

CSR initiatives

Job summary

SMBC Aviation Capital is seeking an Analyst/AVP for Commercial Negotiation & Execution (Document Management) in Dublin. You will oversee tracking and processing of all contractual records, closing docs for new transactions, and maintaining extensive existing portfolios.

The role includes system projects, process improvements, and ensuring timely, accurate document execution. You will work with internal teams and external counsel to ensure complete documentation, support large-scale records

Qualifications

• 2-3 years relevant experience in records or information management
• Qualification in Archives and Records Management or Library/Information Studies desirable
• Subject knowledge in asset management (aircraft leasing, sales, securitization) is beneficial
• Advanced IT skills with MS Excel and Word essential
• Strong time-management with deadlines and ability to work across time zones

Responsibilities

• Track transactions from activity to completion of documentation
• Liaise with external counsel, customers and internal teams to ensure complete docs within timelines
• Process softcopy and original documents to internal standards
• Track outstanding items and escalate issues as needed
• Manage original chain of title documents for the portfolio
• Support novating/selling aircraft; review lease docs and confidentiality provisions
• Implement records retention policies and archival procedures
• Manage offsite storage relationships and storage area layouts
• Assist in large-scale projects to migrate/merge records across storage environments
• Field queries on documentation status and provide general CNX support

Skills

Records management

Time management

Deadline oriented

Education

Archives and Records Management qualification

Library & Information Studies

Tools

MS Excel

MS Word

Job description

Commercial Negotiation & Execution (“CNX”) forms an integral part of both the delivery of our commercial strategy and the holistic management of our customer bases. CNX is focused on the negotiation, project management, execution and delivery of all transactions undertaken by SMBC AC including leasing, trading, restructuring, and funding at contract stage, delivery and post-delivery. Reporting to a Manager in CNX and located in Dublin, the position of Analyst / AVP Commercial Negotiation & Execution (Document Management) is a key member of CNX.

The Analyst / AVP Commercial Negotiation & Execution (Document Management) will be responsible for the management and oversight of the tracking and processing of all contractual records including closing documentation related to all new transactions, as well as ensuring the maintenance of documentation related to a large existing portfolio. You will also assist with the process of document execution as well as working on specific projects relating to the document management system, process changes and companywide projects. You will be responsible for developing and maintaining a best in class document management system utilising all available IT tools. Your particular responsibilities within CNX will depend on your level of experience and competencies and the requirements of the team from time to time.

Core Responsibilities

• Following business activity closely to ensure all transactions are tracked through to execution and then to completion of documentation.
• Liaising with external counsel, customers and internal teams to ensure a complete and correct set of documents is received within agreed timelines.
• Processing of softcopy and original documents to internal standards.
• Tracking outstanding items and escalating issues as appropriate.
• Management of original chain of title documents for the portfolio.
• Supporting internal teams in the process of novating/selling aircraft – review of lease documentation confidentiality provisions and release of copy and/or original documentation to relevant parties.
• Implementation of records retention policies and procedures with regards to archival records.
• Management of relationship with offsite storage provider.
• Management of overall layout of storage areas to enable fast and efficient retrieval of records.
• Assisting in large-scale projects to migrate and merge hardcopy and electronic records sets that are dispersed across different physical and electronic storage environments.
• Fielding queries on documentation status from internal teams.
• General administrative support to assist CNX generally to shepherd deals through the system.

Qualifications & Experience

• 2-3 years relevant experience of working in a records or information management environment, preferably in a banking / insurance / financial services environment.
• Qualification in Archives and Records Management or in Library and Information Studies would be desirable.
• Subject matter knowledge in asset management, primarily aircraft leasing, sales, and securitization would be a benefit.
• Advanced IT skills with expertise in MS skills essential – particularly in Excel and Word.
• Strong time-management with an ability and flexibility to work to deadlines.
• Flexibility in working hours to accommodate demands of different time zones.

Critical behaviours

These embody our culture and are central to how we work together at SMBC Aviation Capital:

• Respect: Two-way communication: listen intently, give quieter voices a platform and be conscious of tone. Respect people’s time and be flexible in accommodating others.
• Trust: Create a psychologically safe space. Do what you say you will do, when you say you will do it. Be honest, communicate openly and be respectful of each other’s needs.
• Integrity: Always do what is right including when no one is watching; treat people with respect and kindness; be self-aware, compassionate and embrace diversity.
• Connect: Collaborate to unleash the full potential of our diverse talent. Respect each other’s expertise and perspective and welcome challenge. Foster an inclusive and fun environment where accomplishments are recognised and take pride in winning together.
• Adapt: Be brave and curious – anticipate the future and be proactive. Have a ‘why not’ attitude, learn from previous experiences. Call out bureaucracy when it is evident in a process or way of working. Be agile to meet and exceed our customers’ needs. Demonstrate resilience and support each other.
• Achieve: Take accountability and ownership to deliver results, be ambitious and take pride in everything we do. Set each other up for success and share insights. Do what it takes to drive positive change and seek opportunities to innovate and grow our business and people.

Take your career to new heights – come join us at SMBC Aviation Capital

We are a fast paced, growing business with a focus on excellence where a world of opportunity awaits candidates with the right attitude and ambition.

Through the SMBC Aviation Capital People Commitment we offer a comprehensive suite of benefits, aligned to your needs as you move through different career and life stages. The SMBC AC People Commitment also includes our people-led culture; reward & recognition; along with our learning, wellbeing, inclusion, engagement, and CSR initiatives. In return, we ask you to bring your ambition and commitment to your work here at SMBC AC to mutually create an exceptional employee experience.

Our workplace is one where diversity is welcome, and people of all backgrounds are supported to be at their best. We are an equal opportunities employer and strive to build an ever-inclusive work environment. We are committed to providing reasonable accommodations for applicants and employees. Should you have a reasonable accommodation request please reach out to us at [e-mail]