[Hiring] Client Service Associate & Trust Administrator @Pitcairn Trust Company, LLC

Role Description

The Client Service Associate & Trust Administrator (“Associate”) serves as the point of contact for client relationships and assists the Fiduciary Services Department fulfill its obligations to the relationships in which it serves as a fiduciary. This role plays a key part in onboarding, maintaining, and enhancing fiduciary relationships while supporting trust administration functions to ensure a seamless, high-touch client experience.

The Associate manages account maintenance, coordinates operational and trust-related activities, and collaborates closely with internal teams including Legal and Fiduciary Services, Operations, and Tax. This individual is a vital member of the client service team, providing direct support to Relationship Managers and assisting in the delivery of a customized Pitcairn experience.

Responsibilities

• 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.

Qualifications

• 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.

Company Description

Pitcairn’s innovative Shared Single-Family Office™ model provides unparalleled service to wealthy families and other family offices. Since the firm’s founding in 1923, Pitcairn has helped ultra-high-net-worth families and its members navigate the individual, interpersonal, and institutional challenges that come with wealth.

Our comprehensive family office services include:

• Investment advisory
• Tax, trust and estate planning
• Risk management
• Philanthropy
• Household-level financial services
• Family education and family governance support