Vault & Records Operations Specialist

Equity Trust; Westlake (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

Equity Trust in Westlake, OH seeks a Specialist, Document Management & Safekeeping to maintain custody of physical and electronic client assets. This in-office role reports to the Westlake office and handles high volumes of mail, checks, and documents in the vault using workflow systems.

You will ensure accurate scanning, indexing, audits, and custodial integrity while upholding confidentiality and security protocols in a fast-paced environment.

Qualifications

• High School Diploma or equivalent required.
• Associate's degree preferred.
• Minimum 1 year data entry or document management experience.
• 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.

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

Vault management

Records management

Confidentiality

Customer interaction

Education

High School Diploma or equivalent

Associate's degree preferred

Tools

Microsoft Office

Document scanning tech

Workflow systems

10-key

Job description

Equity Trust in Westlake, OH seeks a Specialist, Document Management & Safekeeping to maintain custody of physical and electronic client assets. This in-office role reports to the Westlake office and handles high volumes of mail, checks, and documents in the vault using workflow systems.

You will ensure accurate scanning, indexing, audits, and custodial integrity while upholding confidentiality and security protocols in a fast-paced environment.