Role Objective:
The Director is responsible to manage the Records Management Department across all assigned projects in KSA
To lead the Operational Records Management team effectively in order to deliver the RM business objectives with the required quality level
Conduct monthly reviews with managers on their Areas’ and Projects’ results
Responsible for consistent achievement of all RM operational key performance indicators
The job holder is responsible to manage multiple projects to deliver high-quality RM Services, business financial results, customer retention and another operation target
Manage, Inspire and motivate operations team to ensure operational excellence and achieve high employee engagement results
Provide suggestions to the Executive Operations Manager and the COO on any business potential as requested
Operational Planning and Implementation
Execute the operational RM business strategy and actions plan with operations managers, project team leaders and update the Executive Operations Manager and the COO with the plans and periodical achieved results
Establish annual operational records management objectives and KPIs; aligned with the general business strategic plans
Plan the records management budget in coordination with the Executive Operations Manager
Monitor and oversee the implementation of the operational plans throughout the year
Cascade operational plans’ objectives to the Projects’ management team in every area, location, project and make sure that plans are well communicated and understood
Maintain a high level of service delivery to all the clients to ensure business continuity
Management of Records Management Operations
Communicating and clarifying the Company’s Vision, Mission and Values to all operations Records Management team
Lead the Records Management projects’ teams in the assigned projects in KSA to achieve annual operational plans, operational business objectives, agreed goals and targets
Lead the operational team to deliver consistently high-quality of RM services
Monitor and manage all operational projects’ leaders to achieve business objectives based on the operational priorities and timeline of delivery
Setting all Records Management operational Policies and Procedures in coordination with the Records Management managerial team and the Executive Operations Manager
Ensure customer satisfaction with the objective of enhancing customer experience and delivering high-quality RM services
Hold periodical review meetings with direct reports to assess their performance and the departmental performance
Ensure archiving documents are in line with the Operations policies and procedures as well as international standards to safeguard and secure customer information
Report Operational risk and major issues to the Executive Operations Manager
Safeguards RM operations and contents (i.e. documents, records, data tapes, …etc) by establishing and monitoring security procedures and protocols complying with operational regulations
Monitor and manage RM stores leasing ratios for high production and profitability sustainability
Oversee and monitor the materials supply for the operational production within the budget and cost control
Oversee and follow up with the RM operations team on the development of the records management functions (i.e.: Storage Services, Mail Room Services, Retrievals Services, Courier Services, Shredding Services, Data Tapes Services, RM Inventory Services and other RM Services)
Monitor and manage RM physical retrievals activities
Manage RM internal & external shredding and destruction services to safeguards customer’s information.
Risk Mitigation and Statuary Compliance
Adhere to Legal and Assurance processes to ensure risk mitigation and risk optimization
Adhere to all industry security, safety and statutory standards at all times
Direct the implementation of risk mitigation and risk optimization plans and actions that would reduce the Company’s overall risk exposure pertaining to Operations Systems and RM processes
Operational Analysis and Reporting
Monitor the efficiency and operational costs of all RM assigned Projects.
Conduct continuous cost analysis to improve results and bottom-lines
Monitor and automate the production reporting through ERP BI (proper dashboards)
Conduct proper fact-finding, data collection and operational analysis to ensure that RM results are delivered at an acceptable level of quality for the Company and the clients
Continuous Improvement and Development
Ensure continuous improvements, enhancements of the existing RM systems and work processes to support better reporting to Executive Operations Manager and the COO and other Stakeholders (as required)
Manage and increase the effectiveness of the RM and the Operations in general, through implementing improvements in each RM Project and ensuring constant and consistent communication across all projects
People Management
Make sure that all the RM Teams are working in high coordination, operational understanding and harmony
Allocate work to RM Operations Managers and monitor their performance and quality of results
Nominate Managers for training as per the Operations’ needs, conduct their performance reviews and improve their efficiency
Supervise direct reports in their daily major tasks and guide them in managing their performance, by providing appropriate feedback and continuous counselling
Provide strong technical feedback to RM Operations Managers, identify need-based training requirements for all direct reports
Conduct technical interviews, to help selecting proper RM staffing, in collaboration with the HR Department
Ensure that appropriate standards of business conduct are established and complied with
Establish and maintain strong relationship with clients, and other relevant stakeholders
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