Operations Associate (Document Vault)
Overview:
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.
What a Day in the Role Looks Like:
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.
Key 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
Education and Experience Required:
High school diploma or GED
1+ year of general work experience
Education and Experience Preferred:
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
Basic computer proficiency and ability to learn tracking systems
Physical Requirements:
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
Work performed in a climate‑controlled office and document vault environment
Work Model/Office Location:
This is a 100% onsite position requiring five days in office per week
Eligible candidates must live within commuting distance to 693 Seneca Street, Buffalo, NY 14210
Scheduled Shift/Required Availability:
This is a full-time Monday-Friday position with an 8-hour workday and a 30-minute lunch break. Employees will select their preferred start time, with shifts beginning as early as 6:00am and as late as 9:00am. Shift options include:
6:00am-2:30pm
6:30am-3:00pm
7:00am-3:30pm
7:30am-4:00pm
8:00am-4:30pm
8:30am-5:00pm
9:00am-5:30pm
