Client Service Associate & Trust Administrator

Responsibilities

• Provide first-level client support.
• Cook up all client account paperwork.
• Coordinate cash distributions (wires/checks/ACHs).
• Cook up bill pay administration, callbacks, and payment processing.
• Process internal and external asset/account transfer forms.
• Prepare and cook up charitable contributions and associated correspondence.
• Maintain and update Tamarac CRM and Fidelity platforms (i.e., address changes).
• Provide delivery support for tax documents (i.e., 1099s, K-1s).
• Provide basic client portal support (i.e., password resets, document uploads).
• Cook up meetings (primarily external meetings with multiple trustees, CPAs, and attorneys).
• Work on both external and internal team projects.
• Perform other duties as assigned for the efficient operation of the Department.

Trust Administration Support

• Assist with account setup and ongoing account maintenance, including maintaining a tickler program.
• Support administration for trust onboarding, divisions, age attainments, modifications, and terminations including the preparation of trust interest summaries, accountings, and receipt and releases.
• Prepare and coordinate beneficiary notices and Crummey notices in compliance with trust requirements.
• Perform ongoing trust administration maintenance, including recording updates and tracking requirements.
• Prepare and coordinate 1041 tax reporting, including coordination with internal Tax teams.
• Support cash administration related to trust accounts.
• Participate in a total return administration process.
• Maintain and update OneSource and other trust accounting/reporting systems.
• Partner closely with Trust, Tax, and Operations teams to ensure timely and accurate execution of trust-related activities.
• Provide administrative support to Legal and Fiduciary Services Departments.

Education/Experience

• Bachelor’s degree preferred.
• Minimum 3 years of experience in an administrative or client service capacity in financial services, trust administration, or a related industry.
• Experience with trust operations or fiduciary services is strongly preferred.
• Computer literate with above average working knowledge of MS Word, Excel, PowerPoint, Outlook, and SharePoint.
• Experience with financial services platforms, CRM systems, and trust accounting systems (e.g., OneSource) is desirable.

Desirable Attributes

• A natural inclination to engage with and interact with others with courtesy.
• A preference for organization, procedure, and exactitude.
• A tendency toward passionate and steadfast pursuit of goals, despite obstacles, discouragement, or distraction.
• A tendency to work to achieve and exceed standards.
• Consistency between both words and actions.