Job Responsibilities:
System and Records Integration
Under the direction of the RIM Regional Head:
- Track the progress of the archiving status and provide regular updates.
- Identify records owner for legacy records.
- Compile inventory list for handover from CS owner to UBS new owner. Track the handover status and provide updates.
- Work with stakeholders to ensure all physical records are archived in a timely manner.
- Ensure all records are entered into PRMS (Physical Records Management System).
- Process and ensure all outstanding invoices, prepayment invoice & removal fees are paid to vendor timely.
- Provide support for data migration to new integrated systems, such as assist IT team to identify and check on legacy records related to migration error.
RIM Coordinator Assistance
- Be the RIM Coordinator for APAC countries except HK, TW, AU and JP
- Provide support to RIM Coordinators so that they are enabled to execute all RIM Services related tasks locally.
- Provide PRMS training, such as how to process the requests.
End-User Assistance
- Respond to user requests for RIM-related training, such as how to arrange for new archive boxes for pickup, how to user the system, how to search for CAP ID (record type), how to properly label and send records boxes to off-site storage vendor, etc.
- Manage any change requests in PRMS end-to-end. Example, change of box custodian name, change of box details, etc.
Legal Holds
Assist in management of legal holds.
- Perform search to assist General Counsel to meet external regulatory requests for information and subpoenas for specific records.
- Put the records on hold in PRMS as per General Counsel's direction.
- Release the on hold records in PRMS as per General Counsel's direction.
Offsite Storage Inventory Administration
- Conduct periodic hardcopy box inventory reconciliations for each of the APAC locations.
- Investigate and resolve inventory discrepancies.
- Hold ad hoc and periodic communication sessions with local RIM Coordinators to resolve issues such as inventory and box/file transaction related issues.
- Compile inventory metrics as required (e.g. number of new box accessions, etc.).
Vendor Management
- Hold ad hoc and periodic communication sessions (Business Reviews) with the offsite service providers and local RIM Coordinators to resolve issues such as service and invoice discrepancies.
- Raise any vendor performance and quality issues
- Liaise with offsite storage vendor on metrics reporting.
Destruction of physical records
- Review and compile destruction eligible record list according to management requirements.
- Assist in the end-to-end process for destruction and obtain sign-offs from respective owners/division
- Update records status in PRMS
Permanent Withdrawals of physical records
- Managing permanent withdrawals for records involves removing files/documents from storage.
- Communicate with the vendor to process the perm-out request.
- Update record status in PRMS
Invoices Processing
- Maintain an accurate spend records.
- Verify invoices and ensure all details and charges are accurate.
- Address and resolved any discrepancies, disputes, or issue with vendor related to invoices and payment.
- Upload invoices into account system, allocate account code and cost centre
- Provide cost allocation/invoice breakdown for payment (for China & India)
Projects
- Participation in ad hoc projects that RIM may be expected to undertake from time to time.
Key Requirements:
- A good general education with a number of years of relevant post qualification experience.
- Incumbents must be able to demonstrate a career showing continuous personal development in administrative roles.
- PC Skills including proficiency in MS Word, Excel and creating presentations in PowerPoint
- Ability to analyse and evaluate complex data, prepare and present reports, and work effectively in teams
- Strong communication and interpersonal skills
- Ability to prioritize and execute multiple tasks independently.
- Excellent organization and time management skills
- Attention to detail
- Ability to act with discretion and treat confidential information appropriately
