Fulfillment Operations, Logistics & File Room Operations - Vice President

Job Description: Job Title Fulfillment Operations, Logistics & File Room Operations Corporate Title Vice President Location Santa Ana, CA Overview As Vice President – Fulfillment Operations, Logistics & File Room Operations within Document Custody Operations, you will lead the Bank’s physical mortgage document and collateral management environment, with a focus on strategy, governance, execution, and continuous improvement. You will oversee end-to-end fulfillment and file room activities, including mail intake, collateral receipt, inventory management, RFID administration, file retrieval, interfiling, vault operations, safekeeping, shipping support, inter-facility transfers, and warehouse logistics. In this senior leadership role, you will be accountable for custody integrity, inventory accuracy, regulatory compliance, operational efficiency, employee development, and risk management across physical records and collateral storage environments. You will work closely with Operations, Client Services, Technology, Quality Assurance, Regulatory Compliance, Security, Risk Management, and Executive Leadership to help ensure physical collateral assets remain secure, accessible, accurately controlled, and audit-ready throughout their lifecycle. What We Offer You A diverse and inclusive environment that embraces change, innovation, and collaboration A hybrid working model, allowing for in-office / work from home flexibility, generous vacation, personal and volunteer days Employee Resource Groups support an inclusive workplace for everyone and promote community engagement Competitive compensation packages including health and wellbeing benefits, retirement savings plans, parental leave, and family building benefits Educational resources, matching gift and volunteer programs What You’ll Do Provide executive oversight of File Room and fulfillment operations, including strategic direction, operating procedures, performance standards, workforce planning, capacity forecasting, facility utilization, storage optimization, inventory planning, and operational excellence initiatives Direct inbound mail and collateral receipt operations, ensuring proper intake, logging, identification, tagging, onboarding, chain-of-custody accountability, service level monitoring, backlog management, and timely inventory placement for all received collateral Maintain custody and location accuracy across the physical collateral inventory by overseeing periodic certifications, reconciliations, location audits, exception management, inventory governance standards, and reconciliation controls Own RFID strategy, governance, implementation, and ongoing administration, including tagging, scanning, tracking, reconciliation controls, warehouse modernization, technology adoption, automation, and partnership with technology teams on warehouse management system and workflow solutions Oversee vault operations and physical safekeeping environments, including security standards, access controls, visitor protocols, asset verification, audit readiness, business continuity, disaster recovery, and contingency planning for physical records preservation Direct file retrieval, file pull, refile, and interfiling functions while maintaining strict collateral movement controls, service level performance, productivity reporting, retrieval exception reduction, customer satisfaction, and compliance with internal policies, investor requirements, agency standards, regulatory expectations, audits, examinations, client reviews, regulatory inspections, KODs, workflow documentation, and remediation efforts How You’ll Lead Lead warehouse logistics, inter-facility transfers, large-scale inventory relocation projects, transportation coordination, storage optimization, facility consolidations, warehouse expansions, remediation projects, operational migrations, and chain-of-custody controls for all movement activity Develop dashboards, KPI reporting, KRI monitoring, and performance scorecards to evaluate inventory accuracy, retrieval performance, productivity, capacity utilization, operational risk indicators, audit outcomes, and strategic recommendations Support the continuous development of a seamless multi-site warehouse and file room organization by establishing workforce planning, succession planning, talent development, coaching, performance management, productivity discipline, risk awareness, customer service, and a culture of continuous improvement Skills You’ll Need Bachelor’s degree in Business Administration, Operations Management, Supply Chain Management, Logistics, Finance, Information Management, or a related field preferred; equivalent combinations of education and relevant professional experience may be considered in lieu of a degree Extensive experience in operations, warehouse management, logistics, inventory management, records management, document custody, collateral management, banking operations, or a related operational environment, including at Relevant experience leading large operational teams, multi-site operations, and complex warehouse or physical records environments Proven experience managing large-scale inventory control programs, warehouse governance frameworks, chain-of-custody controls, physical safekeeping requirements, and operational risk management programs Experience implementing RFID, inventory management systems, warehouse management systems, workflow automation tools, process automation technologies, dashboards, and operational analytics Demonstrated ability to support audits, regulatory examinations, client reviews, operational risk assessments, corrective action plans, and audit-defensible documentation, while leading organizational transformation, operational improvement, strategic initiatives, workforce planning, vendor coordination, project execution, and cross-functional stakeholder management Proven ability to leverage AI tools to enhance productivity, optimize