Document Services Administrator

Equity Trustees; Adelaide; Hybrid; AUD 55,000 - 75,000; Full time

Benefits offered by this job

Flexible/Hybrid work

Wellness program

Health insurance discount

Employee assistance program

Volunteer program

Parental leave (16 weeks)

Job summary

Equity Trustees in Adelaide is seeking a Document Services Administrator to support the secure storage, retrieval, release and archiving of Estate Planning documents.

You will deliver accurate, high-quality service while complying with processes and regulatory requirements. This role suits someone who excels in structured environments and records management, with a strong focus on client service.

Qualifications

• Experience in administration, records management, or client service.
• Strong attention to detail and accuracy.
• Excellent organisational and time-management skills.
• Professional verbal and written communication with a customer focus.
• Experience handling sensitive information and following processes.
• Ability to work independently and in a collaborative team.
• Proficiency with Microsoft Office and document management systems.
• Experience in Trustee Services, Estate Planning, Financial Services or Legal Administration preferred.

Responsibilities

• Coordinate document retrieval, release and archiving requests.
• Respond to client and stakeholder enquiries by phone and email.
• Perform document verification checks and escalate approvals.
• Maintain accurate client, document and workflow records.
• Monitor shared inboxes and workflow queues.
• Coordinate scanning, filing and secure document handling.
• Liaise with Estate Planning teams to facilitate requests.
• Support compliance, audits and process improvements.

Skills

Administration

Records management

Document management

Client service

Attention to detail

Organisational skills

Communication skills

MS Office

Document control

Trustee services experience

Tools

Trustee/estate planning software

Job description

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 elevate 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.