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Records and Edms Manager

3 months ago

Sydney, Australia KordaMentha Full time

Administration/Support/Service, Property/Building Maintenance | Closing Date: 26/05/2024KordaMentha is an advisory and investment firm helping clients to grow, protect and recover value. With an expansive team of over 450 specialists across the Asia-Pacific region, our diversity is our strength.

The Records Management team is a small team who work closely together to support the growing needs of the business in both physical and electronic records management.

We live in a litigious world and in our particular business sphere, we need to pay close attention to minimising risk. Intelligent, effective records management is one cornerstone in the process of mitigating or controlling that risk. We need to know where any documents have gone and where and how they can be found. High attention to detail is our modus operandi along with a 'we care' attitude.

**Your Opportunity**

In response to sustained growth in our team, we seek an experienced Records and EDMS Manager to oversee the Records Management team. You will have a pivotal role, managing the team, electronic documentation and engagement files, storage provider management, training, ASIC lodgements and general Electronic Document Management support to KordaMentha staff.

Hands-on involvement and attention to detail is a key part of your journey, as you delve into supporting the business.

Your key stakeholders will be the Service Lines, Risk Management, Group Practice Management and Technology teams.

**You will be responsible for**:
Records Management:

- Set up new physical job files.
- Ensure timely and accurate filing of all client work papers, documents and reports.
- Ensure accurate and detailed cataloguing of client books, records, and files, both off-site and in-house. This may involve extended periods of off-site project management and cataloguing.
- Ensure the timely archiving of books, records, and client files for finalised and closed KordaMentha appointments.
- Conduct records destruction reviews firmwide and seek destruction approval from engagement Partners.
- Manage, update, and maintain the KordaMentha Records Database.
- Complete annual audits of each office to ensure consistency.
- Manage the Singapore office enquires and destruction reviews.
- May involve heavy lifting and a range of different environments.

Electronic Document Management:

- Set up of new engagement Channels in Teams and registering to confirm Fin Ops setup.
- Ensure accurate engagement naming and provide electronic document management assistance firmwide.
- Identify and retrieve documentation from the archive drive and obtain staff access approval, when required.
- Manage the active and archived engagement register, and access register.
- Completing close job forms and managing the engagement closure process.
- Ensure the timely archiving of electronic engagement files.
- Ensure all relevant documents are filed correctly in Teams & SharePoint.
- Managing and updating the archived engagement directory and identifying engagements due for destruction.
- Destroy electronic engagements folders once approved and review legacy filing for destruction.

Storage Provider Management (Iron Mountain, Crown (Singapore):

- Set up of new accounts and prepaid accounts.
- Organise retrievals and returns of client books, records, and files to and from storage on a timely basis.
- Organise destruction of records and hardware once approved.
- Order supplies, boxes, bar codes.
- Negotiate national rates and contract renewals.
- Process monthly invoices for Sydney and sign off on invoices for other States ensuring that they are coded to jobs correctly.
- Develop, build, and maintain strong working relationships with Iron-Mountain and other providers.

Training:

- Manage the training of grads and new admin staff firmwide.
- Update the Records Management manual as required.
- Write and update training modules on various tasks.
- Manage and develop team members.

ASIC:

- Attend to the lodgement of documentation to the Australian Securities and Investment Commission (‘ASIC’).
- Maintain the KordaMentha Lodgement Register.
- Process cashbooks and cessation documentation for updating MYOB.

Administration general:

- Designated KordaMentha Fire Warden.
- Provide general support to the Partner, Practice Management as required.
- Assist with KordaMentha projects as required as well providing support to the members of the KordaMentha Practice Management Team.
- Assist with room set ups and liaise with admin staff.
- Manage secure destruction bins and accounts firmwide.

Firmwide:

- Oversee firmwide records management team to ensure consistency and adherence to processes and procedures.
- Ensure the records management team are fully trained on all records management and ASIC lodgement processes and procedures.
- Ensure the records management team code Iron Mountain invoices correctly and ensure costs are allocated to jobs where appropriate.
- Continuedly identify areas to advance records m