Vault Operations Assistant (Administrative)

THE SAFE HOUSE SG PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A security-focused vault service provider in Singapore is seeking an Administrative Assistant to support vault operations. This role involves handling documentation, client engagements, and ensuring compliance with security protocols. Ideal candidates will possess strong organizational skills and a familiarity with financial regulations. The position requires discretion in managing sensitive information and the ability to coordinate efficiently with both clients and internal teams.

Qualifications

• Strong attention to detail is essential.
• Prior experience in vaulting or financial services is preferred.
• Understanding of AML/CFT and KYC requirements is advantageous.

Responsibilities

• Provide administrative support to vault operations and management teams.
• Maintain accurate logs for vault activities and compliance.
• Assist with client onboarding and documentation processes.

Skills

Strong administrative and organizational skills

Ability to handle sensitive information with discretion

Familiarity with office systems and documentation processes

Job description

The Vault Administrative Assistant provides administrative and operational support to the vault team, ensuring accurate documentation, proper record-keeping, and smooth day-to-day coordination of vault activities. The role supports strict security, confidentiality, and compliance standards while assisting with client-related and internal processes.

Key Responsibilities

• Provide administrative support to vault operations and relationship management teams.

• Prepare, maintain, and file invoices and other documentation for client's holdings.

• Assist with client onboarding documentation, including KYC/CDD form collection and record maintenance.

• Schedule and coordinate client vault visits, inspections, and appointments in line with security procedures.

• Maintain accurate logs for vault movements, access approvals, and internal handovers.

• Assist in preparing reports, reconciliations, and inventory confirmations as required.

• Support compliance, audit, and inspection processes by retrieving records and ensuring documentation completeness.

• Handle internal and external correspondence in a professional and confidential manner.

• Ensure adherence to internal controls, security protocols, and confidentiality requirements at all times.

• Perform general administrative duties, including data entry, filing, and coordination with internal teams.

Key Requirements & Competencies

• Strong administrative and organizational skills with high attention to detail.

• Ability to handle sensitive information with discretion and professionalism.

• Familiarity with office systems and documentation processes.

• Experience in vaulting, bullion, financial services, or regulated environments preferred.

• Basic understanding of AML/CFT and KYC requirements is an advantage.

• History of working in a controlled, security-sensitive environment is a plus