Records Management Executive

1 week ago

Singapore SWIFTX SOLUTIONS PTE. LTD. Full time

**Key Responsibilities**:

- **Records Oversight & Inventory**
Meet with business units to review and update records inventories.
Conduct annual records inventory checks.
Maintain registry room records and filing system integrity.
- **Folder & Metadata Management**
Manage folders (creation, deletion, renaming) in the records system.
Update and maintain File Plan structures.
Periodically update records’ and folders’ metadata.
- **Records Appraisal & Disposition**
Draft appraisal forms and follow up with NAS (National Archives of Singapore) on appraisal progress.
Arrange for disposition of records (disposal/transfer).
Coordinate digitisation of hardcopy records.
- **Access & Compliance**
Manage access permissions for folders and records.
Ensure compliance with internal records policies and statutory requirements.
- **Reporting & Engagement**
Prepare quarterly reports on filing statistics.
Attend monthly meetings with Corporate Affairs (CA).
Liaise with units and stakeholders on records-related matters.

**Qualifications**:

- Diploma holder (any discipline; records management/IT/administration preferred but not mandatory).
- At least **3 years of working experience**(does not need to be in records management).
- Proficiency in MS Office (Word, Excel, PowerPoint).
- Detail-oriented with good organisational and follow-up skills.
- Strong communication and interpersonal abilities to engage across units.

**Preferred Attributes**:

- Ability to work independently and manage multiple tasks simultaneously.
- Comfortable learning new systems (ECM, records management tools).
- Process-driven mindset with eye for compliance and documentation.

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