Document Services Administrator

JobAdder Operations Pty; Adelaide; Hybrid; AUD 55,000 - 75,000; Full time

Benefits offered by this job

Culture & inclusion

Remuneration package

Wellness program

Volunteer program

Top 30 Best Workplaces to Giveback 202

Tax/estate planning discounts

16 weeks parental leave

Central CBD location

Flexible/Hybrid work

Job summary

Equity Trustees is seeking a Document Services Administrator in Adelaide to support secure storage, retrieval, release and archiving of Estate Planning documents, while delivering exceptional client service and regulatory compliance.

Based in a structured, collaborative team environment, you will manage document workflows, support audits and Continuous Improvement initiatives, and contribute to a culture focused on accuracy and care for clients.

Qualifications

• Previous experience in administration, records management or client service roles.
• Strong attention to detail and commitment to accuracy.
• Excellent organisational and time-management skills with ability to manage multiple priorities and meet deadlines.
• Professional communication skills, both verbal and written, with a client focus.
• Experience handling sensitive information and following documented processes.

Responsibilities

• Coordinate document retrieval, release and archiving requests in line with workflows and standards.
• Respond to client and stakeholder enquiries via phone and email.
• Perform document verification checks; escalate for approvals or further review as needed.
• Maintain accurate client, document and workflow records across systems.

Skills

Administration experience

Records management

Attention to detail

Customer service

Microsoft Office

Job description

Play a vital role in safeguarding estate planning documents while delivering exceptional client experiences.

08th September, 2026

We have an exciting opportunity to join our Trustee & Wealth Services team as a Document Services Administrator.

This role is responsible for supporting the secure storage, retrieval, release and archiving of Estate Planning documents, delivering exceptional client service while ensuring compliance with established processes and regulatory requirements.

Based in Adelaide, this role is ideal for someone who thrives in a structured environment, enjoys working with documentation and records, and takes pride in delivering accurate, high-quality service.

Key Responsibilities:

• Coordinate document retrieval, release and archiving requests, ensuring compliance with established workflows and service standards.
• Respond to client and stakeholder enquiries, providing timely updates and professional service via phone and email.
• Complete document verification checks and escalates requests requiring approvals or further review.
• Maintain accurate client, document and workflow records across business systems.
• Monitor shared inboxes and workflow queues to manage request volumes and turnaround times.
• Coordinate scanning, filing and secure document handling activities.
• Liaise with Estate Planning teams and internal stakeholders to facilitate document requests and achieve positive client outcomes.
• Support compliance obligations, record audits and continuous improvement initiatives.

What you'll need to succeed:

• Previous experience in administration, records management, document management or client service roles.
• Strong attention to detail and commitment to accuracy.
• Excellent organisational skills with the ability to manage competing priorities and meet service deadlines.
• Professional verbal and written communication skills with a strong customer service focus.
• Experience maintaining records, following documented processes and managing sensitive information.
• Ability to work independently while contributing to a collaborative team environment.
• Proficiency with Microsoft Office and document management systems.
• Experience within Trustee Services, Estate Planning, Financial Services or Legal Administration will be highly regarded.

What we offer:

• A warm, open, and supportive culture.
• An attractive remuneration package, including reward and recognition programs.
• An employee wellness program, including discounted health insurance and an employee assistance program.
• A workplace volunteering and giving program to enable you to help others in the community.
• We are proud to be part of the Top 30 Best Workplaces to Giveback 2024.
• Discounted tax and estate planning services.
• 16 weeks paid parental leave for the primary carer.
• Great central CBD location, modern office fit-out and end-of-trip facilities.
• Flexible/Hybrid working environment.

About us - Trusted since 1888

Equity Trustees was established in 1888 and is now one of Australia's largest specialist trustee companies. We help our clients grow, manage and protect their wealth now and for future generations. As a trustee company, we are responsible for always acting in our clients' best interests, ensuring they feel safe, valued and cared for.

We are committed to providing a workplace that is flexible, rewarding and supportive of individual development. Just as you will help us grow our business, we will help you grow in your career.

Equity Trustees is over 145 years strong and growing.