File Manager KYC

Axis Group - HR Advisor; Brussel; Sur place; EUR 42 000 - 64 000; Plein temps

Avantages offerts par ce poste

Health insurance

Additional vacation days

Résumé du poste

Axis Group – HR Advisor in Belgium seeks a Case Manager for Ultimate Beneficial Owners (UBO) / KYC to manage client files from document inventory to regulatory communication. You will verify documents, liaise with clients by phone or email, and prepare clear summaries.

Fluency in French and Dutch and professional English for partners in Portugal are required, with strong attention to detail. The role offers health insurance, additional vacation days, a competitive package, and a dynamic work

Qualifications

• Holds a bachelor’s or master’s degree in law, economics, management, finance, or business, or has equivalent experience.
• Has at least 2 years of experience in a front- or middle-office role dealing with KYC/AML/compliance and client interactions.

Responsabilités

• Compile an inventory of documents and assess reuse potential.
• Consult public sources to complete files and prepare summaries for clients.
• Contact clients by phone, email, or mail to explain required documents.
• Maintain communication with clients until files are complete and deadlines are met.
• Identify missing elements and verify consistency of documents.

Connaissances

KYC knowledge

Attention to detail

Communication skills

Regulatory knowledge

Formation

Bachelor’s or Master’s in law/economics/finance

Outils

Office suite

Document management tools

Banking systems

Description du poste

Join a dynamic team as a Case Manager – Ultimate Beneficial Owners (UBO) / KYC! In this key role, you’ll be responsible for managing client files, from document inventory to clearly communicating regulatory requirements. If you have a degree in law, economics, or finance, along with experience in the KYC sector, this opportunity is perfect for you. Enjoy competitive compensation, health insurance, additional vacation days, and a stimulating work environment where your communication skills and attention to detail will be major assets.

Key Responsibilities

• Compile an inventory of the documents and information already present in our internal systems while assessing their potential for reuse.
• Complete the files by consulting, if necessary, accessible public sources, such as the commercial register, the beneficial ownership register, the Belgian Official Gazette, and other similar registers abroad.
• Accurately identify any missing elements or those requiring confirmation and prepare a summary for the client.
• Contact the business client by phone, email, or mail to clearly explain the required documents and information.
• Tailor your communication to the client’s profile.
• Maintain the necessary communication with the client until the file is complete.
• Re‑explain, rephrase, or clarify the request when the information provided is incomplete or non‑compliant.
• Strictly adhere to deadlines, with a maximum timeframe of three months.
• Verify the consistency and validity of received documents, such as articles of incorporation, organizational charts, and identification documents.
• Identify the chain of ownership and determine the beneficial owners in accordance with regulations and established procedures.
• Accurately enter data into our internal systems.
• Upload, format, and file documents according to the organization’s required standards.
• Send the necessary correspondence inviting the client to contact headquarters.
• Provide a comprehensive response to the client’s inquiry when they reach out.
• For candidates with the appropriate maturity and aptitude: eventually handle certain cases in their entirety, covering both UBO and KYC aspects.

Qualifications

• Holds a bachelor’s or master’s degree in law, economics, management, finance, or business, or has equivalent experience.
• Has at least 2 years of experience in a front- or middle-office role, including customer interactions, in the area of managing cases related to Know Your Customer (KYC), Anti-Money Laundering (AML), and compliance.
• Has a good command of regulations pertaining to ultimate beneficial owners (UBOs) and/or KYC, as well as AML laws at the Belgian and European levels, which is a significant asset.
• Understands various corporate legal structures, such as limited liability companies (SRL), public limited companies (SA), non-profit associations (ASBL), and international structures.
• Is able to read and interpret articles of incorporation, organizational charts, and various corporate documents with ease.
• Has knowledge of KYC processes related to establishing client relationships and conducting periodic reviews of business clients, which can facilitate an integrated approach to UBO/KYC.
• Has a keen awareness of client risk issues, including politically exposed persons (PEPs), sanctions, high-risk jurisdictions, and sensitive activities.
• Is proficient in using IT tools, including the Office suite, document management tools, and internal banking systems, with the willingness to undergo training if necessary.
• Is fluent in French and Dutch, both written and spoken, and has a professional level of English to communicate with partners in Portugal.
• Demonstrates rigor, precision, and a strong attention to detail in their work.
• Possesses excellent written and oral communication skills, enabling them to explain complex regulatory requirements in simple terms to clients who are not specialists.
• Demonstrates diplomacy and firmness, capable of following up with a client and clarifying a request while maintaining the business relation.