AM / DM-Group Corporate Records

Cotecna is a leading provider of testing, inspection and certification services. Founded in Switzerland in 1974, Cotecna started off as a family business and has now grown to become a world-class international player with over 7000 employees in more than 140 offices across 50 countries.

The mission of the Legal Department is to provide legal advice to all functions and businesses within the Group in order to enable business success, prevent and mitigate risk exposure and protect the Group’s reputation.

The Group Corporate Records will have to provide support to the Group’s Corporate Legal, Finance and Compliance departments on matters related to the organisation, management and maintenance of the Group’s 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

Key Responsibilities

1. 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 new 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 Group’s records retention policy to ensure proper disposal, destruction, or archiving of records according to regulatory requirements across different jurisdictions

2. 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 companies’ registries and other organisations or authorities

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

3. 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
Bachelor's 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

GENERAL INFORMATION

Geographical Scope

Area

Function

Legal

Seniority

Manager

Country

India

City

Mumbai

Contract

Full-time unlimited

Subject To Travel

No

Open Until

2025/09/08

Explore our job opportunities.
Filter by locations
All Locations
Argentina
Bahrain
Bangladesh
Belgium
Benin
Brazil
Bulgaria
Canada
Chile
China
Cote d'Ivoire
Czech Republic
Denmark
Egypt
France
Germany
Ghana
Guatemala
Hong Kong
India
Indonesia
Italy
Japan
Kenya
Latvia
Malaysia
Myanmar
Netherlands
Nigeria
Oman
Paraguay
Peru
Philippines
Poland
Republic of the Congo
Romania
Russia
Saudi Arabia
Singapore
South Africa
South Korea
Spain
Sri Lanka
Sweden
Switzerland
Taiwan
Thailand
Togo
Turkey
Ukraine
United Arab Emirates
United Kingdom
United States
Uruguay
Vietnam
Zimbabwe
Sales Manager

Function : Sales / Business Development

Country : Hong Kong

Contract : Full-time limited

Branch Manager - Mundra/Kandla/Gandhidham

Function : Operations

Country : India

Contract : Full-time unlimited

Executive / Sr. Executive - CQR Certification and Sustainability Services

Function : Sales / Business Development

Country : India

Contract : Full-time unlimited

AM / DM-Group Corporate Records

Function : Legal

Country : India

Contract : Full-time unlimited

Deputy Manager-Finance

Function : Finance

Country : India

Contract : Full-time unlimited

Operation Admin Assistant

Function : Operations

Country : Malaysia

Contract : Full-time limited

Lead Auditor – ESG and Sustainability

Function : Compliance / Audit / Quality

Country : India

Contract : Full-time unlimited

Auditor – Sustainability Services

Function : Compliance / Audit / Quality

Country : India

Contract : Full-time unlimited

Chemist

Function : Operations

Country : India

Contract : Full-time unlimited

Asst Manager / Dy Manager-Sales-VOC

Function : Sales / Business Development

Country : India

Contract : Full-time unlimited