In line with AltaOne's mission, vision, and values, the Records & Vendor Compliance Coordinator will support critical functions within the Governance, Audit & Compliance team. This role plays a key part in ensuring the credit union adheres to regulatory requirements, internal policies, and best practices related to records retention, vendor management, and legal document administration.
The Coordinator serves as a central point of coordination for maintaining accurate corporate records, supporting vendor due diligence and monitoring processes, and ensuring secure and compliant handling of legal and contractual documentation. This position requires a strong understanding of confidentiality, regulatory expectations, and risk management principles, as well as the ability to manage multiple priorities with accuracy and professionalism.
Scan, upload, and maintain credit union records with accuracy and confidentiality
Convert physical records to digital files in accordance with retention requirements
Monitor retention and destruction dates for on-site and off-site records
Coordinate storage, shipment, retrieval, and tracking of records with off-site vendors
Maintain accurate inventories for on-site and off-site storage
Respond to internal requests for documents and file research
Receive and process legal documents such as levies, subpoenas, bankruptcies, and garnishments
Handle documentation accurately, confidentially, and within required timelines
Coordinate with internal teams to ensure proper follow-through and documentation
Serve as the primary contact for departments regarding vendor expirations, renewals, and onboarding requirements
Coordinate the collection, review, and maintenance of vendor files, contracts, and required documentation in accordance with vendor management policy
Partner with Information Security to complete risk assessments and due diligence reviews for current and prospective vendors
Track vendor contracts, review timelines, and renewal dates, and follow up with departments to ensure timely completion based on risk rating
Support vendor relationship managers and department leaders with vendor selection, contract review, and service agreement administration
Prepare vendor management reports for senior management and maintain tracking tools and procedures
Escalate vendor issues, disputes, or missing documentation to management as appropriate
Support audits, exams, and compliance reviews by gathering, organizing, and tracking required documentation
Maintain tracking logs for records, vendors, and compliance activities
Assist in monitoring adherence to NCUA, BSA/AML, and other regulatory requirements within assigned processes
Identify, document, and escalate missing documentation or compliance concerns as appropriate
Perform other duties as assigned.
Experience
1–3 years of experience in administrative support, records management, compliance, or a related field
Education/Certifications/Licenses
A high school degree or GED is required.
Interpersonal Skills
Courtesy and tact are essential elements of the job. Work involves personal contact with customers and others inside and outside the organization, generally regarding fairly routine matters for the purposes of giving and obtaining information or instructions, updating or referring. Communications generally require shorter and not in-depth discussions.
Other Skills
- Experience processing legal documents, including levies and subpoenas
- Exposure to vendor management, records management, or compliance programs
- Proficiency with document management systems and Microsoft Office Additional Requirements:
- Must comply with all company policies, procedures, and applicable laws and regulations, including the Bank Secrecy Act, Patriot Act, and Office of Foreign Assets Control requirements
- Perform other duties and responsibilities as assigned
Physical Requirements
Is able to bend, sit, and stand in order to perform primarily sedentary work with limited physical exertion and occasional lifting of up to 10 lbs. Must be capable of climbing / descending stairs in an emergency situation. Must be able to operate routine office equipment including computer terminals and keyboards, telephones, copiers, facsimiles, and calculators. Must be able to routinely perform work on computer for an average of 6-8 hours per day, when necessary. Must be able to work extended hours or travel off site whenever required or requested by management. Must be capable of regular, reliable and timely attendance.
Working Conditions
Must be able to routinely perform work indoors in climate-controlled shared work area with minimal noise.
Mental and/or Emotional Requirements
Must be able to perform job functions independently or with limited supervision and work effectively either on own or as part of a team. Must be able to read and carry out various written instructions and follow oral instructions. Must be able to complete basic mathematical calculations, spell accurately, and understand computer basics. Must be able to speak clearly and deliver information in a logical and understandable sequence. Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization and demonstrate highest levels of customer service and discretion when dealing with the public. Must be able to perform responsibilities with composure under the stress of deadlines / requirements for extreme accuracy and quality and/or fast pace. Must be able to effectively handle multiple, simultaneous, and changing priorities. Must be capable of exercising highest level of discretion on both internal and external confidential matters.
