Vault Operations Assistant (Administrative)

THE SAFE HOUSE SG PTE. LTD.; Singapore; On-site; SGD 30,000 - 45,000; Full time

Job summary

A secure vaulting firm in Singapore is seeking an experienced Administrative Assistant to provide vital administrative and operational support. In this role, you'll manage invoices, assist with client onboarding, and coordinate vault visits, while maintaining documentation integrity and compliance. Ideal candidates should possess strong organizational skills, be detail-oriented, and have experience in financial or regulated environments, ensuring strict adherence to security and confidentiality standards.

Qualifications

• 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.

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.
• Schedule and coordinate client vault visits, inspections, and appointments.
• Maintain accurate logs for vault movements, access approvals, and internal handovers.
• Assist in preparing reports, reconciliations, and inventory confirmations.
• Support compliance, audit, and inspection processes by retrieving records.
• Handle internal and external correspondence in a professional manner.
• Ensure adherence to internal controls, security protocols, and confidentiality.
• Perform general administrative duties, including data entry and filing.

Skills

Strong administrative and organizational skills

Ability to handle sensitive information with discretion

Familiarity with office systems and documentation processes

Attention to detail

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