Vault Clerk

The Vault Clerk is responsible for managing and tracking physical and digital assets as they move through the post production pipeline. This role plays a critical part in ensuring the security, organization, and availability of media elements, including film, tape, drives, and digital files. The ideal candidate is detail-oriented, highly organized, and comfortable working in a fast-paced environment with sensitive materials.

Key Responsibilities:

• Receive, log, and track all incoming and outgoing physical and digital assets (drives, tapes, discs, film, etc.)
• Maintain accurate inventory records using asset management systems (e.g., FileMaker Pro, Xytech, Salesforce, or internal MAM tools)
• Ensure secure storage of materials in accordance with client and studio guidelines
• Perform regular audits of vault inventory and reconcile any discrepancies
• Coordinate pickups and deliveries with couriers, production staff, and vendors
• Barcode and label assets for internal tracking
• Support editorial, tech, and QC teams by pulling and delivering requested assets
• Monitor environmental conditions in the vault to maintain safe storage standards
• Assist with digital file ingestion, cloning, and archiving as needed
• Follow data security protocols, chain-of-custody policies, and studio NDAs
• Report damaged or missing materials promptly and escalate as needed

• 1+ years of experience in a post production or media-related vault or asset management role (internships included)
• Strong understanding of media formats and storage media (LTO, discs, drives, tapes, etc.)
• Familiarity with post production workflows and terminology
• Excellent organizational and time-management skills
• Basic knowledge of digital media storage, cloning, and archive best practices
• Comfortable lifting up to 40 lbs and working in a secure, physical storage environment
• Proficiency with Microsoft Office, Google Workspace, and asset tracking software
• Ability to work independently and maintain confidentiality with high-profile content

A plus if you have:

• Experience with FileMaker Pro, Xytech, Salesforce, or similar asset management systems
• Familiarity with digital file transfer tools (Aspera, Signiant)
• Basic command line or file system navigation knowledge
• Previous experience in a high-security studio environment