Operations Associate (Document Vault)
About The Position
This role is responsible for the accurate handling, tracking, and storage of institutional client collateral files within a secure document vault environment. The Document Vault Operations Associate plays a critical role in ensuring documents are properly received, filed, retrieved, and returned while maintaining strict tracking and control standards. This is a hands-on, routine-driven position that requires strong attention to detail, reliability, and teamwork. You’ll spend most of your day on your feet working in a climate-controlled office and vault environment. Each morning, you’ll gather your cart, laptop, and barcode scanner, then head to the staging area to collect file bundles. From there, you’ll move throughout the vault to file incoming collateral documents, return files to shelves, and manage trailing documents as they arrive. The work is structured, repetitive, and process-oriented, supporting operational accuracy and service delivery to internal teams and institutional clients.
Requirements
- High school diploma or GED
- 1+ year of general work experience
- Ability to lift 30-50 pounds
- Ability to climb ladders or stools, bend, and reach for filing
- Ability to stand and move for long periods of time
- Basic computer proficiency and ability to learn tracking systems
Nice To Haves
- Warehouse, stocking, picking, or inventory management
- Manufacturing or production environments
- Back-office operations or administrative processing roles
- Reliable, detail-oriented, and comfortable with routine, process-driven work
- Strong organizational and alpha-numeric skills
- Comfortable working independently while contributing to a team environment
- Clear communicator who interacts well with others
- Solid problem-solving and conflict-resolution skills
- Ability to work under time constraints while maintaining accuracy
Responsibilities
- Receive incoming collateral files and documents from internal business partners
- Validate manifests against received collateral files and documents
- Filing new and returned collateral full files and trailing documents and update tracking systems to ensure system accuracy
- Maintain organization and physical integrity of files within the document vault
- Follow all company risk, regulatory, and internal control standards
- Identify and escalate any risk-related or documentation issues to management
- Promote a collaborative, respectful team environment aligned with company values
- Complete other operational or administrative duties as assigned
Benefits
- medical
- retirement
- forty hours of paid volunteer time, each year
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
