Document & Custodian Manager - Facility Management

Responsibilities

• Assist in coordinating and controlling the operations of Document Management & Custodian Team
• Develop and implement a comprehensive, long-term strategy for the bank's document and records lifecycle
• Ensure regulatory compliance, driving operational efficiency, and optimizing resource utilization
• Lead initiatives focused on records retention, paper reduction, the strategic downsizing of our document warehouse and associated workspace and converting physical forms to digital e-forms
• Assist in coordinating and controlling the operations of Document Management & Custodian Team
• Develop and implement a comprehensive, long-term strategy for the bank's document and records lifecycle
• Ensure regulatory compliance, driving operational efficiency, and optimizing resource utilization
• Lead initiatives focused on records retention, paper reduction, the strategic downsizing of our document warehouse and associated workspace and converting physical forms to digital e-forms
• Assist supervisors to coordinate the implementation and monitoring of projects to meet project schedules and budget plans
• Check/review the daily activities and reports for any irregularities
• Assistt in performing proper security control on the properties of the Bank and the information of customers
• Prepare and submit proposals and analysis reports to improve the work effectiveness
• Develop and execute a long term strategy for record management
• Oversee the end to end lifecycle of all bank records, ensuring adherence to stringent regulatory requirement, internal policies and industry best practices
• Implement and manage robust record control policies, procedures and systems for both physical and electronic record, ensuring accuracy, version control and auditability
• Establish and maintain logical filing and retrieval system for all records, guaranteeing prompt and secure access for authorized personnel
• Manage the intake, cataloging, indexing, secure storage, and eventual disposition of all bank records held in custody
• Conduct regular audits of record management systems and procedures to identify and address potential risks, ensuring compliance and operational efficiency

Requirements

• Bachelor Degree or above in Business Administration or related disciplines; 
• Preferable over 5 years’ experience in banking sector with the following:
• Minimum of 2 years’ supervisory experience in operations support
• Knowledge of record management, digital operations preferred
• Proficient in MS Office, dashboard or AEM form is an advantage
• Good communication and organizational skills
• Independent, self-motivated and detail-minded
• Able to work independently and under face-paced environment
• Fluency in Chinese and English required