Document Specialist

Our Client, a Global Financial Services Firm, is seeking a Document Specialist in their Iselin, NJ location.

Summary

Reporting to the Credit Control Unit (CCU) Unit Head, this role is responsible for monitoring, supporting, and reporting on the daily operational activities of the CCU Document Control function. The position provides direct support to the Unit Head in performing Vault Custody activities and ensures that all transaction documentation received by the CCU is properly inspected for accountability, scanned into the organization’s optical imaging system, and securely filed and stored in the organization’s vault. This function enables effective control of the inflow and outflow of all transaction documentation related to credit facilities, while ensuring the orderly filing, safekeeping, and accessibility of all records.

Principal Duties and Responsibilities

1. General Duties

• Support the Vault Custody function within the Credit Control Unit.
• Serve as a point of contact for Front Office and other Operations teams to address open issues and procedural controls related to CCU Vault Custody activities.
• Ensure timely and accurate processing of transaction documentation, including receipt, scanning, and filing of loan and credit-related documents.
• Identify, troubleshoot, and resolve issues associated with Document Custody operations.

2. Exception Duties (as requested by CCU Unit Head)

• Provide management with periodic status reports regarding vault inventory and contents.
• Perform additional duties and special assignments as directed by the CCU Unit Head.

3. Compliance Responsibilities

• Obtain and maintain a basic understanding of applicable rules and regulations governing the organization.
• Direct all regulatory questions or requests for clarification to the Legal and Compliance function.
• Attend all required annual compliance training sessions.
• Review and respond, as necessary, to all compliance-related reference materials and directives.
• Comply with the organization’s Code of Conduct and all applicable policies and procedures.

Qualifications

• Bachelor’s degree required.
• Strong organizational and communication skills, both written and verbal.
• Minimum 5–10 years of experience in Corporate Banking or Corporate Finance documentation.
• Working knowledge of Microsoft Office applications.
• Experience with OnBase or similar document management systems is a plus.