Senior Associate, Records Management Administrator

Company Description

About MUFG Investor Services:

MUFG Investor Services provides asset servicing solutions to the global investment management industry. Leveraging the financial and intellectual capital of MUFG – one of the largest banks in the world with $2.8 trillion in assets – we provide clients access to a range of leading solutions from fund administration, middle-office outsourcing, custody, foreign exchange, trustee services and depository to securities lending and other banking services.

With a diverse and dynamic network of offices across the globe, MUFG Investor Services provides challenging and rewarding careers. We achieve this by offering continuous learning and development, collaborative team work environment, promotion of work-life integration, and exposure to a wide variety of work.

Imagine your future at MUFG Investor Services where you can grow professionally, in a diverse and inclusive workplace that rewards your contribution. 

#LI-Hybrid

Job Description

The Role will be responsible for supporting MUFG’s records management framework, ensuring that all records—physical and electronic—are created, maintained, and disposed of in accordance with legal, regulatory, and internal policy requirements.

This role underpins MUFG’s commitment to data integrity, transparency, and compliance by embedding robust records lifecycle practices across the organisation. The Records Manager will work closely with Data Owners, Data Stewards, Compliance, Legal, and Technology teams to ensure that records are verifiable, reliable, and accessible, while minimising risk exposure and supporting operational efficiency.  Supporting the overall Risk and Compliance Management Frameworks at MUFG.

Role and Responsibilities 

• Assist the Head of Data Governance and the Records Management Specialist in coordinating the rollout of the Records Management Framework across MUFG, including scheduling meetings, preparing agendas, and tracking action items.
• Help maintain records management policies and procedures by formatting documents, version tracking, and ensuring updates are distributed to relevant stakeholders.
• Support the creation and maintenance of record maps by setting up templates, tracking completion status, and following up with business units to ensure timely updates.
• Maintain a central log of the record retention schedule and assist in coordinating updates by liaising with Compliance, Legal, and Business teams.
• Monitor the implementation of the retention schedule for both physical and digital records, flagging overdue actions and escalating where necessary.
• Coordinate logistics for training sessions on records management practices, including calendar invites, materials preparation, and attendance tracking. Maintain a SharePoint site with up-to-date resources.
• Act as the first point of contact for general records management queries, escalating complex issues to senior team members as needed.
• Assist in the development and maintenance of oversight KPIs and reports, including tracking the completion of record maps, physical storage status, and SharePoint usage.
• Support the preparation of dashboards and reports for senior management using Excel or Power BI, under the guidance of senior team members.
• Maintain a log of process improvement suggestions and assist in documenting changes to records management procedures.
• Track adherence to records management policies by maintaining checklists, reminders, and follow-up logs.
• Coordinate meetings and documentation between Data Governance, Business, and IT teams to support the development of future-state records management processes
• Adhoc projects and initiatives as required to support the Data Governance and wider Risk and Compliance Frameworks.

Skills and Knowledge 

• Experience in Records Management:

 Demonstrated experience in developing and implementing records management strategies, policies, and procedures. 

• Knowledge of Information Governance:

Understanding of information governance, data security, and privacy principles and best practices. 

• Records Management Systems:

Experience with electronic document and records management systems (EDRMS), SharePoint, MS Purview and other relevant platforms. 

• Communication and Interpersonal Skills:

Ability to communicate effectively with staff at all levels and provide training and guidance. 

• Analytical and Problem-Solving Skills:

Ability to analyse complex situations, identify issues, and develop solutions. 

• Organisational and Time Management Skills:

                Ability to manage multiple tasks, prioritise workload, and meet deadlines. 

Behavioral Competencies

Communication and Influence

Effective communication is vital for articulating policies, training staff, and collaborating across departments. Records Managers often need to influence stakeholders to adopt best practices in information handling. 

Integrity and Ethical Judgement

Given the sensitivity of records, especially in financial services, ethical handling of information is non-negotiable. This includes upholding confidentiality and ensuring compliance with data protection laws. 

Adaptability and Learning Agility

With evolving technologies and regulatory landscapes, Records Managers must be open to continuous learning—especially in adopting tools like Microsoft Purview, Iron Mountain etc.

Collaboration and Relationship Building

The role involves cross-functional engagement with Legal, Compliance, IT, and Risk teams. Building trust and fostering collaboration is key to embedding records management into business-as-usual.

This role is a Controlled Function (CF) role under the CBI Fitness & Probity regime.

Qualifications

Education

• Undergraduate Degree

          A bachelor’s degree in related field or similar for e.g. business and financial services, information management, business administration, compliance etc.

• Post Graduate or Professional Certifications

          Certification in records management such as CIMRM (Certified Information and Records Manager), ARMA international certifications

          Awareness of application of ISO standard - 15489 for records management

Professional Experience 

• 3+ years’ experience in records management, information governance, or compliance within financial services
• Experience in supporting the implementation a records management program
• Experience with enterprise content management systems and retention tools (e.g. SharePoint, Microsoft Purview, Iron Mountain).
• Proven ability to work cross-functionally

Additional Information

At MUFG Investor Services, we are exceptionally proud of our approach to Hybrid Working. It enables the flexibility to thrive from wherever our employees work and, stay connected to their team and our culture. When we make Hybrid Working plans, we get to know the individual and pride ourselves in underpinning all our decisions with fairness and consistency.

MUFG Investor Services provides all of its employees with an extremely attractive compensation package. In addition to base salary, there is a group medical insurance scheme, group pension scheme, reimbursement of professional subscriptions, paid holidays and assistance towards gym memberships.

We thank all candidates for applying; however, only those proceeding to the interview stage will be contacted. If you are contacted for a job opportunity, please advise us of any accommodations needed to ensure fair and equitable access throughout the recruitment and selection process. All accommodation information provided will be treated as confidential and used only to provide an accessible candidate experience.

MUFG is an equal opportunity employer.