Record & Admin Manager recruitment

Our ability to give world-class service and insight is a direct result of the quality of people who make up our Asia teams. A career at Coutts rewards and stimulates exceptional individuals to become the very best they can be.

We partner exceptional people; we need exceptional people.

Purpose of the Role:

-To develop and implement record management procedures across Asia that is in line with Group Policy Standard.

-To ensure the efficient operations and provide management oversight of all day-to-day record management duties

-To provide management oversight on the office administration functions either provided by owned staff or outsourced in HK and Singapore, ensuring satisfactory service levels are consistently maintained and in line with Group Standard

-To be responsible for general service supplier or vendor management

-To act as the focal point contact for Group Services (Property and Procurement, Travel, etc.) and Wealth Property and Corporate Services, etc. 


Key Accountabilities:

Records Management

-Develop workflow procedures for all aspects of Record Management Processes to be in line with Group Policy Standard for Business Continuity Records Management.

-Implement changes to Record Management workflows for Operations Department Asia

-Train Business Record Coordinator from other Departments to ensure the same policy stand is implemented across the Bank.

-Provide adequate education to all staff to raise awareness and knowledge of Record Management

-Manage the daily operations of record management functions to ensure efficiency and adherence to set procedures and guidelines. The functions include but not limited to the following:

• Hold Mail Services

• Scanning, Filing and Archiving of

• Client Output - Mail Outsourcing of Client Statements and Advices

• Client Account Forms and Documentation

• Maintenance of Agreements, Licences, Certificates and Contracts, etc

-Manage outsourced services providers in providing the relevant record management services to our required service levels.

Office Administration

-Manage general Office Administration services provided by in house Admin staff as well as those by outsourced services providers. Ensure they operate efficiently, adhere to internal policies and guidelines, and the agreed service levels are being maintained at all time. The services include but not limited to the following:

• Facilities Management

• Premises Security

• Mail Room

• Reception

• Pantry Supplies

Vendor management

-Negotiate agreements and terms of service with vendor/supplier/service provider and ongoing monitoring and oversight of service standard and issues.

-Communicate regularly with internal clients, stakeholders and own staff to ensure quality of service is attained and any service or support issue is resolved timely and properly.

-Leverage on group suppliers and maintain regular contacts with relevant people in Group Services and Wealth Support.

People

-Supervise team members in carrying out their duties efficiently and effectively

-Provide guidance and determine training to improve staff performance

-Work with other stakeholders within the bank and across the group to enhance service levels

Finance

-Review expense reports and manage cost according to budget