Job highlights

- Bachelors in business administration,Information Management,Law,Corporate Governance and / or Qualified Company Secretary

- Qualifications,Experience and Technical Skills*

- Excellent knowledge of Microsoft Office and experience with Sharepoint or other recognised records management software

Mission of the Role*

TheGroupCorporate Records Coordinator will have to provide support to the Groups Corporate Legal, Finance and Compliance departments on matters related to the organisation, management and maintenance of the Groups corporate records and data, including management of corporate governance records for all affiliates of the Group and related information requests, Companies: > 100 companies

Geography: > 50 countries

Main Accountabilities*

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:

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 current technologies or systems for better efficiency

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 Groups records retention policy to ensure proper disposal, destruction, or archiving of records according to regulatory requirements across different jurisdictions

Corporate Governance Support

Assist the Finance and Legal teams of all affiliates of the Group with the organisation, 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 companiesregistries and other organisations or authorities

Following-up pro-actively and ensuring affiliates of the Group comply with applicable regulatory requirements, always within applicable deadlines

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 organisations, 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 laws

Qualifications, Experience and Technical Skills*

Bachelors in business administration, Information Management, Law, Corporate Governance and/or Qualified Company Secretary

Excellent knowledge of Microsoft Office and experience with Sharepoint or other recognised records management software

At least 5 to 8 years of experience in overseeing corporate records management projects, document control or a similar role in a multinational company

📌 Group Corporate Records Coordinator (Mumbai)
🏢 Cotecna India
📍 Mumbai