Document Control Associate

2 weeks ago

Toronto, Ontario, Canada SMBC Group Full time

About the Role

This position is to provide assistance and support to the Vice President of Loan Administration and is responsible for maintaining customer information databases, including credit and corporate documents within various applications, such as DMS (Document Management System), CMS (Covenant Management System) and Debt Domain (agency website). The position is also responsible for reviewing, managing and uploading all types of credit agreements, corporate account documents and covenant materials into DMS and CMS, ensuring that all processes and policies are followed during this process to provide the highest level of accuracy and consistency.

Key Responsibilities

  • Ensure that all customer documents and records are correct and up-to-date in each application, DMS and CMS.
  • Review and monitor renewal of Canadian PPSA (Personal Property Security Act), registration liens, Certificates of Insurance and other security documents.
  • Ensure DMS and CMS are maintained in the prescribed logical index, ensuring that safeguards are in place and followed to safeguard and restrict documents as per users and sensitivity.
  • Review and load documents to the relevant categories and folders in the system.
  • Ensure all customer records, such as credit agreements, corporate account documents and periodic compliance submissions, are uploaded into DMS and CMS in a timely manner.
  • Follow the instructions of the VP Loan Administration to load documents or reports in Debt Domain when the Bank acts as an agent of deals.
  • Ensure compliance with all of the Bank's policies and procedures, including Anti-Money Laundering policies, and the requirements of the relevant regulatory bodies as communicated by SMBC's Compliance Department.

Requirements

  • Undergraduate degree
  • Minimum 5 years of previous related corporate banking experience, preferably with handling various types of legal agreements or corporate documents or records, and working in a high-pressure, deadline-driven work environment
  • 1-2 years of managing people is a plus
  • Ability to work independently, good interpersonal, strong organizational and communication skills, attention to detail and ability to multi-task and work in a fast-paced environment
  • Computer applications: DMS, CMS, Microsoft Office including Word and Excel

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