JOB SUMMARY
The Records Liaison Officer is responsible for the secure handling, organization, and tracking of physical and digital credit-related documents within the Credit Administration Team. The incumbent ensures timely access to files, maintains accurate records of document movement, and supports compliance with internal controls and regulatory requirements

KEY RESPONSIBILITIES:

·        Organize, file, and retrieve physical and digital documents stored in the vault.

·        Ensure proper classification and indexing for easy access.

·        Maintain accurate logs of all file movements (check-ins/check-outs), including timestamps and authorizations.

·        Develop and enforce procedures for document intake, storage, access, and disposal in line with organizational policies.

·        Ensure documents are stored in accordance with legal and regulatory retention schedules.

·        Assist Credit Administration Team with routine tasks including verification, data entry, etc.

·        Assist with cataloguing, tracking, and secure storage of security documents such as Bills of Sale, Deeds of Mortgage, and insurance certificates as per custodian guidance.”

·        Support the initiation or tracking of insurance claims by retrieving required documents, assisting with claims checklists, and logging communication with insurer.

·        Provide cross-functional support during high-volume periods, including temporary coverage for other Credit Admin team members as needed

·        Manage and document access to files by authorized personnel.

·        Schedule appointments or supervise access when necessary.

·        Work with departments like Legal/Compliance and HR to fulfil document requests or clarify filing protocols.

·        Generate reports on document inventory, access history, and usage trends.

·        Prepare documentation and summaries for internal or external audits, focusing on document integrity and access control.

·        Escalate reports or summaries (daily to weekly), especially for audits or compliance reviews

·        Other related duties may be assigned from time to time

ESSENTIAL JOB REQUIREMENTS:

·        A minimum of 3 CSEC subjects

·        1 years’ experience in an administrative, clerical, or records management role would be an asset

KNOWLEDGE, SKILLS AND ABILITIES:

 ·        Organizational Skills

·        Good communication skills

·        Good attention to detail

·        Ability to prioritize tasks and meet deadlines for document requests

·        Ability to adapt to new systems or processes quickly

·        Familiarity with Microsoft Office (Excel and Word), and possibly document management systems