Group Corporate Records Coordinator

2 weeks ago

Mumbai, Maharashtra, India Cotecna Inspection Full time

A. Group Corporate Records: organizing, managing, and maintaining the corporate records and documentation of all affiliates of the Group, including ensuring all corporate governance documents and other relevant files are properly archived, tracked, and maintained to meet regulatory and operational requirements; more particularly:1.Record management system- Develop, maintain and update a centralized records management system for corporate documents, ensuring accurate and timely filing of minutes, resolutions, main contracts, and other records, and availability of all records in English (or with an English translation)- Organize and archive corporate records in compliance with Group policies and regulatory standards across different jurisdictions- Manage access rights for each user / country and relevant members from other relevant departments- Identify and recommend improvements to records management and archiving processes, including the introduction of new technologies or systems for better efficiency2.Record retention and retrieval Develop, maintain and update applicable Group retention policies and retrieval processes, ensuring data integrity, security, and accessibility- Facilitate the retrieval of corporate records, responding to internal information requests in a timely and efficient manner- Implement and monitor the Group's records retention policy to ensure proper disposal, destruction, or archiving of records according to regulatory requirements across different jurisdictions3.Corporate Governance Support: Assist the Finance and Legal teams of all affiliates of the Group with the organization, updating and recording of(i) board and shareholder meetings, including the preparation, distribution, signing and filing of meeting materials such as conveyance letters, agendas, resolutions and minutes, and other relevant supporting documents;(ii) maintaining and updating shareholder / title registers;(iii) statutory and other relevant documents;(iv) filings with the relevant companies' registries and other organizations or authorities (v)Following-up pro-actively and ensuring affiliates of the Group comply with applicable regulatory requirements, always within applicable deadlinesB. Compliance Support: assist and coordinate with the Finance, Compliance and Legal teams of all affiliates of the Group with the management and answers to compliance related requests from financial institutions, insurance providers, law firms, and other regulated organizations, as well as from clients, to ensure accurate and consistent answers and records are provided, and to the extent this includes sensitive, confidential and private information, compliance with applicable laws, including data protection lawsPERFORMANCE INDICATORS- Meticulous attention to detail, exceptional organization skills, proactive and deadline driven- Ability to cope with several tasks simultaneously, handle large volumes of sensitive information, capacity to manage short time constraints and deadlines- Clear and concise verbal and written communication skills, ability to solve problems efficiently and pro-actively, critical thinking and initiative- Adaptability to changes and flexibility- Ability to work effectively as part of a (remote) team & internal stakeholder satisfaction- Strong sense of discretion and ethical

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