Client Service Operations Specialist, Doc Management
About The Position
The Specialist, Document Management & Safekeeping is responsible for maintaining superior document management, security, and safekeeping of all physical and electronic documents and client assets. Ensures the creation of digital records through the workflow system for all client and internal requests received via physical mail, fax, or email. Operating in a fast-paced environment, the specialist processes and reviews high volumes of incoming and outgoing correspondence, categorizes and scans documents with precision, and manages the secure storage and cataloguing of original documents in the vault. Critical to the role is ensuring physical assets are properly safeguarded, documents are scanned and housed appropriately, periodic vault audits are conducted to verify inventory accuracy, and that physical holdings reconcile with data in the recordkeeping system to maintain custodial integrity and compliance.
Requirements
- High School Diploma or equivalent required
- 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
Nice To Haves
- 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
- Basic to intermediate level proficiency in Microsoft Office products (Excel, Word, Outlook)
- Experience with document scanning technology and workflow systems
- Intermediate 10-key skills
- Ability to type at least 45+ WPM preferred
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
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
