Document Processing Associate Jobs (NOW HIRING)

Overview:

The Vault Custodian supports the Institutional and Wealth Management businesses by safeguarding, processing, and reconciling high-value physical assets held in custody for trust and institutional clients. These assets may include physical stock and bond certificates, notes, life insurance policies, patents, trademarks, and other original legal documents that require secure, physical storage. This role plays a critical part in the end-to-end custody lifecycle - from intake and validation, through vault storage and recordkeeping, to audit support and final settlement. The work is highly controlled, detail-oriented, and performed under strict dual-control and regulatory standards to ensure accuracy, security, and compliance.

What You'll Do:

• Serve as a dedicated vault custodian, supporting trust accounts that hold physical securities and legal documents.

• Review incoming requests submitted through an internal ticketing platform; validate instructions, documentation, and completeness before initiating processing in custody systems.

• Participate in a controlled, multi-step custody process, including: initial review and system entry of custody instructions; independent verification of data and documentation; physical handling, matching, and vaulting of original documents; final quality review and settlement into the system of record; perform physical processing of documents, including retrieving, pairing, storing, and releasing assets in accordance with approved instructions.

• Process and track securities movements such as free receipts, free deliveries, internal transfers, and DTC deposits.

• Conduct exception research and follow-up for vault and depository activity; resolve issues by working with internal partners and external counterparties.

• Complete periodic and annual vault reconciliations, research discrepancies, and provide documentation for internal and external audits.

• Maintain accurate documentation and records using internal systems and tools such as SEI, Excel, Teams, and SharePoint.

• Operate within strict dual-control and access protocols, including two-person vault entry/exit and independent verification requirements.

• Identify, escalate, and document risk, compliance, or security issues in accordance with internal risk and regulatory standards.

• Contribute ideas for process improvement and operational efficiency while maintaining control integrity.

• Manage priorities effectively to meet service-level expectations and deadlines.

What Makes This Role Unique:

• This is a hands-on custody role - not a desk-only operations position.

• You are directly responsible for protecting original, irreplaceable client assets.

• Precision, judgment, and integrity matter as much as speed.

• Independence is expected, but work is highly collaborative.

Education and Experience Required:

• Associate's degree, or equivalent work experience

• 1+ years' general work experience

• Ability to lift, carry, push, pull, and move boxes weighing approximately 20-30 pounds; reach, bend, and stand as needed for vault activities

Education and Experience Preferred:

• Strong attention to detail and organizational skills

• Ability to work independently in a structured, regulated environment

• Comfortable working under time constraints and service expectations

• 2+ years of experience in banking, custody operations, trust services, securities processing, or document custody

• Prior experience handling physical assets or original documents (e.g., banking vaults, trust companies, accounting firms, custodial services, or similar environments)

• Understanding of the importance of document security, chain of custody, and control procedures

• Familiarity with trust accounting systems, bank operations platforms, and general accounting principles

• Excel skills

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 1100 North Market Street, Wilmington, DE 19801.

Scheduled Shift/Required Availability:

• Monday-Friday, 7:45am-4:15pm