Account Support Associate

About Us:

Founded in 1981, Trust Company of Oklahoma has proudly served as Oklahoma’s oldest and largest independent trust company, having grown steadily since then to a firm with $6 billion in assets under management. With offices in Tulsa and Oklahoma City, we service clients statewide. Our independence ensures that every decision we make and every recommendation we provide is guided solely by our client's best interests.

Combining decades of experience with a forward-thinking approach, we meet people where they are on their financial journey offering top-tier, personalized solutions. Our services include investment management, financial planning, trust administration, and retirement plan services, all designed to create elevated experiences that help our clients achieve their goals with confidence and care.

Position Overview:

We are seeking a detail-oriented and collaborative Account Support Associate to support daily client service operations and ensure the accurate and timely execution of key account processes. This role works closely with Client Service Associates (CSAs), Advisors, and Trust Operations to assist with financial transactions, distribution management, and new account setup.

The ideal candidate is organized, process-driven, and team-oriented, with a strong attention to detail and commitment to delivering exceptional client service while supporting TCO’s fiduciary standards and operational excellence.

Key Responsibilities:

Client Account Setup and Maintenance:
Establish and maintain client accounts by processing new account openings, updates, audits, and documentation, ensuring account information is accurate, complete, and aligned with client preferences and company standards.

New Account Processing:
Complete account opening activities by obtaining account numbers, establishing accounts in CSS, setting up statements and variable payout ticklers, coordinating electronic access requests with Operations, and communicating completion updates to Advisors and Client Service Associates.

Money Movement Processing:
Research, initiate, and process client account transactions not handled by the Trust Operations team, including outgoing wires, ACH transfers, checks, and internal transfers, ensuring all transactions follow established workflows and approval requirements.

Transaction Workflow Management:
Monitor and manage shared inbox requests for distributions and transactions, coordinate approvals for transactions exceeding thresholds, maintain supporting documentation in Trust Notes, and communicate completion updates to requestors in a timely manner.

Distribution Tickler Management:
Establish and maintain distribution ticklers for client accounts, including ACH variable payout ticklers, ensuring recurring distributions are accurately scheduled and managed in accordance with operational procedures.

Document Scanning and Record Retention:
Perform scanning and electronic document management activities to ensure records are current, properly archived, and maintained in compliance with company, financial, and legal retention standards.

Original Document (OD) File Management:
Create, organize, and maintain Original Document files, ensuring secure storage, accessibility, and accurate recordkeeping for client documentation.

Trust Notes Documentation Management:
Upload and maintain transaction records, account documentation, emails, system screenshots, and supporting materials within Trust Notes to ensure complete and organized client records.

Operational Coordination and Communication:
Collaborate with Advisors, Client Service Associates, Operations personnel, and other internal teams to ensure efficient processing of account setup, distributions, and client service requests.

Independent…