Document Vault & Records Specialist (In-Office)

EQUITY ADMINISTRATIVE SERVICES INC; Westlake (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

The Equity Administrative Services Inc. is seeking a Specialist, Document Management & Safekeeping to join our in-office team in Westlake, OH.

You will manage physical and electronic client documents, scan records into our workflow system, and safeguard assets in the vault with accuracy and discretion. Responsibilities include processing mail and client correspondence, conducting vault audits, indexing data, and ensuring custodial integrity across systems while maintaining strict security

Qualifications

• High School Diploma or equivalent required.
• Associate’s degree preferred.
• Minimum 1 year of data entry or document management experience preferred.
• Minimum 1 year experience in a fast paced, customer driven environment preferred.
• Experience with vault management or physical asset safekeeping preferred.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Picks up all incoming mail and processes volumes.
• Processes incoming and outgoing client correspondence promptly.
• Categorizes high volumes of documents and scans into the workflow system.
• Researches client account information to ensure accurate processing of requests.
• Indexes required information into the workflow system for each form type.
• Maintains security and chain of custody procedures for vault assets.
• Performs vault audits and reconciles inventory with records.

Skills

Data entry

Document management

Vault management

Microsoft Office

Confidentiality

Typing speed

Education

High School Diploma or equivalent

Associate’s degree

Tools

Workflow system

Document scanning

10-key skills

Job description

The Equity Administrative Services Inc. is seeking a Specialist, Document Management & Safekeeping to join our in-office team in Westlake, OH.

You will manage physical and electronic client documents, scan records into our workflow system, and safeguard assets in the vault with accuracy and discretion. Responsibilities include processing mail and client correspondence, conducting vault audits, indexing data, and ensuring custodial integrity across systems while maintaining strict security