Records & Edms Officer

Job Title
Records & EDMS Officer
Job Location
Melbourne
Division
Description
- **Objectives and scope of the position**

Effectively manage all KordaMentha client work papers, documents, and reports for the Melbourne office.

Provide direct client records and document management assistance to all KordaMentha personnel.

Maintain the KordaMentha records database and other relevant administrative databases.

Manage electronic documentation and engagement folders on Microsoft Teams and the KordaMentha network client drive.

Provide electronic document management support to KordaMentha staff nationally and internationally (Jakarta & Singapore).

Provide general support to the National Records Manager and other members of the KordaMentha Practice Management Team with general administrative management.

**Duties and responsibilities**

Records Management:

- Set up new physical job files when required.
- 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 for all offices and seek destruction approval from engagement Partners.
- Manage, update, and maintain the KordaMentha Records Database.
- Complete annual audits of each office to ensure consistency.
- Identify areas to improve records management systems and processes and share ideas with the team.
- May involve heavy lifting and a range of different environments.

Electronic Document Management:

- Ensure accurate engagement naming and provide electronic document management assistance nationally and internationally (Jakarta & Singapore).
- Identify and retrieve documentation from the archive drive and obtain staff access approval, when required.
- Update the active and archived engagement register, and access register.
- Complete close job forms and manage 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.

Iron-Mountain:

- 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.
- Process monthly invoices for Melbourne and ensuring that invoices are coded to jobs correctly.
- Develop, build and maintain strong working relationships with Iron-Mountain.

ASIC:

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

Administration general:

- Designated KordaMentha Fire Warden.
- Provide general support to the National Records Manager 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.
- Fill secure destruction bins weekly.

**Qualifications and experience/skills required**
- PC literate including Microsoft Word, Microsoft Excel and Microsoft Outlook.
- Strong verbal, interpersonal and communication skills.
- Ability to interact in a professional manner at all times.
- Ability to work efficiently under pressure.
- Reliable - ability to meet deadlines.
- Ability to work as part of a busy and dynamic team.
- Flexibility, in relation to working hours, as well as being able to change priorities and tasks as required.
- Strong time management and project management skills, including the ability to prioritise tasks.
- Desire to take ownership of tasks assigned.
- Attention to detail.
- Proactive.
- Client service orientated.
- Ability to adopt a 'hands on' approach.
- Ability to work with limited supervision.
- Comply with Work Health and Safety regulations.