Client Service Associate – Trust Administrator

🕒 June 5

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Pitcairn

WebsiteLinkedInAll Job Openings

51 - 200 employees

💸 Finance

👥 B2C

Finance • B2C

Pitcairn is a century-old wealth management and family office firm that provides investment advisory, family office services, and family engagement to multigenerational high-net-worth families. The firm operates a Shared Single-Family Office® model (Wealth Momentum®) to coordinate investments, trust and family governance services, and tax/financial planning for over 140 client families and more than $10B in assets under advisement.

📋 Description

• Provide first-level client support. • Coordinate all client account paperwork. • Coordinate cash distributions (wires/checks/ACHs). • Coordinate bill pay administration, callbacks, and payment processing. • Process internal and external asset/account transfer forms. • Process charitable contributions and prepare 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). • Coordinate meetings (primarily external meetings with multiple trustees, CPAs, and attorneys). • Work on both external and internal team projects. • Provide additional backup/support for other Client Service Associates. • Perform other duties as assigned for the efficient operation of the Department. • 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. • Provide support for 1041 tax reporting, including coordination with internal Tax teams. • Assist with cash administration related to trust accounts. • Support 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. • Assist with the preparation of materials for recurring committee meetings. • Provide administrative support to Legal and Fiduciary Services Departments.

🎯 Requirements

• 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.

🏖️ Benefits

• Client Service & Operations: Provide first-level client support. Coordinate all client account paperwork. Coordinate cash distributions (wires/checks/ACHs). Coordinate bill pay administration, callbacks, and payment processing. Process internal and external asset/account transfer forms. Process charitable contributions and prepare 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). Coordinate meetings (primarily external meetings with multiple trustees, CPAs, and attorneys). Work on both external and internal team projects. Provide additional backup/support for other Client Service Associates. 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. Provide support for 1041 tax reporting, including coordination with internal Tax teams. Assist with cash administration related to trust accounts. Support 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. Assist with the preparation of materials for recurring committee meetings. Provide administrative support to Legal and Fiduciary Services Departments.