Vault & Document Management Specialist (Client Services)

Equity Trust; Westlake (OH); On-site; USD 42,000 - 54,000; Full time

Job summary

Equity Trust in Westlake, OH seeks a Specialist, Document Management & Safekeeping to maintain the vault custody of client documents and assets. The role emphasizes scanning, indexing, and secure storage of physical and electronic records, ensuring accuracy and compliance in a fast-paced environment.

The position requires in-office work, with 1 year of related experience preferred and a high school diploma or equivalent; an associate degree is a plus.

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 and processes incoming mail, maintaining volume statistics.
• Process all client correspondence in a timely and efficient manner.
• Categorize and scan high volumes of checks into the workflow system.
• Research client accounts to ensure accurate processing of documents.
• Index information into workflow system per form type and department.
• Manage assigned email or fax lines and initiate workflow.
• Review and safekeep original documents in the secure vault.
• Maintain custody and security of physical assets.
• Conduct periodic vault audits and reconcile discrepancies.
• Support annual safekeeping inventory.

Skills

Data entry

Document management

Confidentiality

Microsoft Office

Typing 45+ WPM

Team collaboration

Education

High School Diploma or equivalent

Associate's degree preferred

Tools

Document scanning technology

Workflow systems

10-key data entry

Job description

Equity Trust in Westlake, OH seeks a Specialist, Document Management & Safekeeping to maintain the vault custody of client documents and assets. The role emphasizes scanning, indexing, and secure storage of physical and electronic records, ensuring accuracy and compliance in a fast-paced environment.

The position requires in-office work, with 1 year of related experience preferred and a high school diploma or equivalent; an associate degree is a plus.