Vault & Document Management Specialist

Equity Trust Company; Westlake (OH); On-site; USD 42,000 - 58,000; Full time

Job summary

Equity Trust Company is seeking a Specialist, Document Management & Safekeeping to maintain secure vaults, manage physical and electronic documents, and verify custodial integrity. The role focuses on scanning, indexing, and safeguarding client assets while ensuring compliance with records and retention policies.

The position requires in-office work at the Westlake, OH office and involves handling high volumes of mail and client requests, with attention to accuracy and security in a fast-paced

Qualifications

• High School Diploma or equivalent required.
• Associate’s degree preferred.
• Minimum 1 year of data entry and/or document management experience preferred.
• Minimum 1 year experience in a fast paced, customer driven environment preferred.
• Experience with vault management, records management, or physical asset safekeeping preferred.
• Understanding of document retention and destruction policies.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• In person interaction that includes actively collaborating with colleagues and participating in team or company meetings.

Responsibilities

• Picks up all incoming mail at the post office and process by opening, sorting, and maintaining statistics of volumes.
• Processes all incoming and outgoing client correspondence in a timely and efficient manner, forwarding when appropriate.
• Categorizes high volumes of incoming checks based on asset and income type and scan into the workflow system.
• Researches client account information to ensure accurate processing of all request documents including account opening and maintenance, investments, distributions, deposits, and other internal forms.
• Indexes required information into workflow system based on specific parameters for each form type, department, and line of business.
• Manages assigned email or fax lines, initiating workflow or adding documents into existing work items for processing.
• Reviews, files, and safekeep original documents and physical assets on behalf of clients in the secure vault facility.
• Ensures all documents and assets are organized, accurate, titled correctly, and current according to established protocols.
• Maintains strict security and chain of custody procedures for all physical assets entering and exiting the vault.
• Scans images and documents for storage into client electronic account records, ensuring quality and completeness.
• Performs periodic vault audits to verify physical inventory against recordkeeping system data and reconcile discrepancies.
• Investigates and resolves discrepancies between vault contents and recordkeeping data, escalating issues as appropriate.
• Assists with the annual safekeeping vault inventory process to fulfill custodial responsibilities for adequate oversight and recordkeeping.
• Follows assigned work schedule with regular and predictable attendance.
• Performs other duties as assigned.

Skills

Data entry

Document management

Confidentiality

Collaboration

Attention to detail

Education

High School Diploma or equivalent

Associate’s degree preferred

Tools

Microsoft Office

Document scanning tech

Workflow systems

10-key skills

Job description

Equity Trust Company is seeking a Specialist, Document Management & Safekeeping to maintain secure vaults, manage physical and electronic documents, and verify custodial integrity. The role focuses on scanning, indexing, and safeguarding client assets while ensuring compliance with records and retention policies.

The position requires in-office work at the Westlake, OH office and involves handling high volumes of mail and client requests, with attention to accuracy and security in a fast-paced