Records and Vendor Compliance Coordinator

Job Title:

Records & Vendor Compliance Coordinator

Location:

Ridgecrest Corporate Back Office – Ridgecrest, CA 93555
Position Type:
Full Time
Salary: $20.41 – $30.98 hourly
Category:
Banking

• 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.

• 1–3 years of experience in administrative support, records management, compliance, or a related field.
• High school degree or GED required.

• Courtesy and tact are essential. The role involves personal contact with customers and others inside and outside the organization regarding fairly routine matters.
• Communications generally require shorter, not in-depth discussions.

• 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.

• 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:

Able to bend, sit, and stand for primarily sedentary work with limited physical exertion and occasional lifting up to 10lbs. Must be capable of climbing/descending stairs in an emergency situation. Must operate routine office equipment, including computer terminals and keyboards, telephones, copiers, facsimiles, and calculators. Must routinely perform work on a computer for an average of 6–8 hours per day when necessary.

Must work extended hours or travel off site whenever required or requested by management. Must maintain regular, reliable, and timely attendance.

Working Conditions:

Must be able to routinely perform work indoors in a climate‑controlled shared work area with minimal noise.

Mental and/or Emotional Requirements:
Must perform job functions independently or with limited supervision and work effectively on one's own or as part of a team. Must read and carry out written and oral instructions, complete basic mathematical calculations, spell accurately, and understand computer basics. Must speak clearly and deliver information logically. Must deal calmly and professionally with diverse personalities at various levels within and outside the organization, demonstrating the highest levels of customer service and discretion when dealing with the public.

Must perform responsibilities with composure under deadline stress, extreme accuracy, quality, and/or fast pace. Must handle multiple, simultaneous, and changing priorities and exercise the highest level of discretion on internal and external confidential matters.