Vault Operations Assistant (Administrative)

The Vault Administrative Assistant provides administrative and operational support to the vault team, ensuring accurate documentation, proper record-keeping, and smooth day-to-day coordination of vault activities. The role supports strict security, confidentiality, and compliance standards while assisting with client-related and internal processes.

Key Responsibilities

• Provide administrative support to vault operations and relationship management teams.

• Prepare, maintain, and file invoices and other documentation for client's holdings.

• Assist with client onboarding documentation, including KYC/CDD form collection and record maintenance.

• Schedule and coordinate client vault visits, inspections, and appointments in line with security procedures.

• Maintain accurate logs for vault movements, access approvals, and internal handovers.

• Assist in preparing reports, reconciliations, and inventory confirmations as required.

• Support compliance, audit, and inspection processes by retrieving records and ensuring documentation completeness.

• Handle internal and external correspondence in a professional and confidential manner.

• Ensure adherence to internal controls, security protocols, and confidentiality requirements at all times.

• Perform general administrative duties, including data entry, filing, and coordination with internal teams.

Key Requirements & Competencies

• Strong administrative and organizational skills with high attention to detail.

• Ability to handle sensitive information with discretion and professionalism.

• Familiarity with office systems and documentation processes.

• Experience in vaulting, bullion, financial services, or regulated environments preferred.

• Basic understanding of AML/CFT and KYC requirements is an advantage.

• History of working in a controlled, security-sensitive environment is a plus