Client Documentation Services Associate

Make an impact at the center of the client onboarding experience by helping ensure the right documents are created, validated, and delivered accurately and on time. In this role, you’ll help protect clients and the firm by supporting strong documentation controls, thoughtful record management, and consistent adherence to local regulatory requirements. You’ll collaborate across multiple teams to streamline document workflows, improve processes, and strengthen day-to-day governance. If you enjoy detail-oriented work, solving operational challenges, and taking ownership in a control-focused environment, you’ll find meaningful opportunities to grow here.

As a Client Documentation Services - Associate within Client Onboarding and Documentation team, you will be responsible for generating client documents package and performing documents validation. 

Job responsibilities

• Organize inventories and file each document by file level in the respective filing room and maintain documentation records in appropriate systems/applications, ensuring compliance with relevant legislation and regulations.
• Generate and distribute correspondence and document packages to client, manage mailing in and out, perform document validation (sanity check, stroke comparison, seal verification) and End of Day (EOD) reconciliation
• Maintain client information list as mandated by Japan regulation and banking law e.g. Financial Instruments and Exchange Law in monthly and annual basis, distribute Financial Instruments and Exchange Act (FIEL) document as annual exercise by liaising with front office/compliance/legal as well as other local reportable requirement (if any).
• Work closely with multiple line of businesses to improve and consolidate document management related functions and act as the central x-LOB Local Information Owner (LIO) in respect to Document Management systems and tools roll-out within location. 
• Drive project plans utilizing standard tools and define critical milestones, key performance indicators with delivery proactively. 
• Take direction from regional  Client Documentation Services team in respect of documentation management efforts and run onshore DDS presence in Tokyo location.

Required qualifications, capabilities, and skills

• Bachelor’s degree or equivalent in any field with minimum of 2 years of experience in Documentation Management/Controls/Compliance/Quality Assurance related roles
• Strong command of English language (Written and Spoken) and excellent communication and negotiation skills to persuade adherence to record management guidelines
• Proficient in applications such as Excel
• Strong working knowledge of local regulations on records management concepts and principle
• Detailed orientated, need to be accurate, meticulous and time conscious
• Strong emphasis on a control-conscious team-working environment, good problem solving and analytical skills
• Self-starter, demonstrable initiation and strong desire to learn the business and go the extra mile
• Leadership to manage daily tasks with teamwork and to be in line with regional team

Preferred qualifications, capabilities, and skills

• Project management experience would be advantageous as this role will participate in regional projects.