Account Administrator

Organization:
The Trust Company delivers financial planning, investment, and fiduciary management services to client groups supported by dedicated Trust Officers and Wealth Advisory Teams. Our expertise includes revocable and irrevocable trusts, discretionary investment management accounts, court-appointed executorships and conservatorships, qualified retirement plans, IRAs, corporate cash management accounts, and charitable foundations. We are committed to delivering exceptional client service while continuing to grow our client base.

Key Responsibilities:

Account Management & Client Service

• Serve as the first point of contact for clients, providing timely, professional support and addressing their needs.
• Initiate and respond to written communication (electronic and postal) with clients and other professionals.
• Assist clients and advisors with account management, including processing documentation for account openings, transfers, distributions, closures, and ongoing account maintenance, with an emphasis on digital efficiency.
• Process and monitor account transactions in collaboration with advisors, operations, investment teams, and the broker-dealer to ensure accuracy.
• Responsible for processing incoming check deposits and ensuring the accuracy of all related transactions.
• Maintain client and prospect data in the CRM, including task management.
• Maintain client and prospect files in the DMS with accurate metadata.
• Process monthly regulatory account reviews, report any exceptions to the advisors, and complete follow-up requirements.
• Provide support to advisors in coordinating client meetings, including scheduling, preparing materials, and managing follow-up activities.
• Prepare and distribute periodic reports and statements as required.
• Assist advisors with fiduciary tax filings and the execution of estimated tax payments.
• Assist advisors in business development and sales, which may include attending events and participating in community, civic, or charitable organizations.
• Assist advisors in ensuring all sales opportunities are accurately recorded and maintained in the CRM.
• Other duties as assigned.

Office Operations (Branch Locations Only)

• Duties associated with opening and closing the office daily.
• Greet clients and visitors; manage front desk responsibilities.
• Answer and route incoming calls.
• Open incoming mail, disperse mail, and stamp outgoing mail.
• Prepare and address monthly client birthday cards.
• Scan incoming checks.
• Stock and purchase office supplies.
• Other duties as assigned.

Qualifications:

• Bachelor’s Degree in a related field is preferred.
• Basic typing, computer, and software skills are required.
• Experience with Microsoft Office and spreadsheet preparation is required.
• Prior experience in investment, banking, trust, legal, or financial services is preferred.
• Proven commitment to exceptional customer service.
• Strong written and verbal communication and grammatical skills.
• Ability to work both independently and in team settings to show flexibility and versatility.
• Ability to manage a variety of tasks and prioritize individual workload responsibilities.
• Ability to work with strict confidentiality requirements, as well as exercise good judgment in the preparation and distribution of confidential information.
• An interest in pursuing continuing education opportunities, degrees, or certifications that will further expand knowledge for adding value in this role.

Physical Demands:

• Ability to sit for extended periods of time; adjustable stand-up desks are available upon request.
• Ability to read computer screens, mail, e-mail and talk on the phone.
• Ability to unpack and move supplies up to twenty-five (25) pounds.
• Ability to drive an automobile.
• Ability to travel as directed by position requirements.

Work Environment:

• Professional and deadline-oriented environment in an office setting.
• Interaction with internal and external customers.