Securities and Registration Officer

The Securities and Registration Officer will provide the necessary support to ensure that the assigned tasks are achieved with accuracy and the requisite proficiency within the given timelines.

The successful candidate will possess:

• Bachelor’s Degree in Business Administration or any other related field.
• Certification in paralegal studies.
• Legal, consumer loans (Banking) would be an asset.
• Minimum of two (2) years’ experience, preferably in a financial institution.

Functional and Technical Skills:

• Knowledge of Healthy digital behaviours.
• Excellent communication skills, both orally and written.
• Excellent organizational skills with the ability to work on own initiative.
• Good inter-personal skills with the ability to multi-task and prioritize.
• Ability to exercise a high degree of confidentiality.
• Knowledge of Bank of Jamaica regulations pertaining to the Proceeds of Crime Act and Money Laundering.
• Knowledge of the overall functions of the Securities and Registration services inclusive but not limited to documentation management, dispatching and retrieval of documents.
• Proficiency in Microsoft Suit of applications specifically, Microsoft Word, Microsoft Excel, and Power Point.
• Ability to utilize a digital approach to problem solving by using digital tools to work productively and efficiently.
• Good communication skills, both oral and written.
• Problem solving ability.
• Ability to work independently, motivated.
• Detailed oriented.
• Knowledge and understanding of the VM Group’s operations and procedures.

Duties and Responsibilities:

• Develop and maintain for the Securities and Registration department a database for incoming and outgoing mail/email.
• Receive, record, process and respond to incoming correspondence and ensure efficient retrieval, as necessary.
• Retrieve files and/or documents as requested and deliver with dispatch within the department's guidelines and targets.
• Research and prepare responses to internal and external correspondences, as necessary.
• Respond to telephone queries from Attorneys and other stakeholders.
• Prepare courier and other packages for dispatch to branches, Attorneys, Overseas Representative Offices and to customers within the timeline given.
• Dispatch documents and files to the Mortgage Centre and maintain the relevant records in keeping with the department's guidelines and targets.
• Record and prepare documents received within the same day and deliver to the Supervisor - Securities and Registration for processing.
• Process immediately and sign out to the Supervisor - Securities and Registration, all documents received in response to letters of undertaking from the Securities and Registration department.
• Preparation of documents for lodgement at NLA.
• Clear daily the deposit box at the NLA, secure all duplicate certificate of titles, Search Certificates and other documents and deliver to the Supervisor - Securities and Registration
• Provide to Supervisor- Securities and Registration a weekly update on the balance in the account at the NLA.
• Record amounts charged to the Tax Administration of Jamaica (TAJ) and NLA General Ledger accounts and provide a comprehensive listing by the 25th day of each month to facilitate the completion of the declaration reports. 
• Any other duties as assigned by the Manager or Supervisor.
• Manage the relationships between customers, staff and the relevant attorneys involved.
• Foster and maintain relationship with different stakeholders such as government agencies, competing intuitions, surveyors, auto dealers etc.
• Preparation of TAJ Declaration Report.
• Submit internal and external files for disbursement via uploading to encompass.
• Sending request to ASU for NHT funds prior to disbursement in relation to Joint Financing Mortgages.
• Uploading to encompass and filing of correspondences from external attorneys.
• Review and Assignment of Mortgage Files to the appropriate attorney.
• Preparation of commitment letters, advice letters etc. for mortgage files.
• Updating of task, delays, and completion dates in encompass for impact on Dashboard Tool.
• Preparation of weekly and monthly reports for use by various departments and senior leaders.
• Following up on outstanding documents from branches, attorneys and or customers for mortgage and consumer loans.
• Preparation of disbursement instructions for mortgage and consumer loans.
• Research and conduct proper due diligence concerning files for both mortgage and consumer loans.
• Guide and support other departments on relevant procedures for executing security documents to safeguard the Society’s interest.
• Contribute to client’s satisfaction experience through constant interaction with attorneys, team members and clients to ensure the highest service level standards are attained.
• Monitor and maintain stationery inventory levels monthly.
• Preparation of Letters of Undertaking, security documents and any other legal document where necessary.
• Stamping and registration of the Society’s Discharge of Mortgages.
• Registering all motor vehicles.  

Deadline for applications is August 11, 2023