Client Associate & Trust Services; Tax​/Bill

Client Associate – Trust Services (Tax/Bill Pay)

We are seeking a full‑time Client Associate to join our team. You will work with a team of wealth management professionals and other team members to provide excellent service to our internal clients. The focus areas will be Trust Tax and Trust Bill Pay.

• As a Client Associate you will work primarily within our Trust Resource Group.
• The role will be split between working on Trust tax matters and paying and monitoring trust client bill payments.
• You must be organized, have outstanding attention to detail, excellent computer proficiency and great communication skills.

• Coordinate and oversee tax filings prepared by external vendors (e.g., fiduciary income tax returns, information returns, and tax letters).
• Prepare and file select tax forms in‑house, including:
  • Forms 945 and 945‑A (federal withholding returns and schedules).
  • Other periodic or one‑off tax filings designated for internal preparation.
• Manage compliance for, including but not limited to:
  • Forms 1041 (simple, complex, estate).
  • Forms 1099 (DIV/INT/B/ISC/R) and Form 5498.
  • Forms 1042 and 1042‑2.
  • Forms 1099‑MISC for co‑trustee fees and other required non‑vendor 1099 reporting.
  • Forms 5227 and 990‑PF.
  • Grantor, accommodations, and other tax reporting letters.
• Maintain filing inventories, due‑date tracking, extension, and delivery status.
• Ensure accurate setup and classification of accounts for tax report purposes.

• Review transaction‑level data flowing from trust accounting systems into tax reporting platforms and vendor deliverables.
• Identify and correct coding or classification issues that could impact tax reporting.
• Coordinate corrections with Operations and Client Service teams as needed.

• Monitor and coordinate federal withholding obligations, including:
  • IRA RMD withholding.
  • Backup withholding.
  • Non‑resident alien withholding.
• Ensure alignment between:
  • Withholding calculated.
  • Withholding paid.
  • Withholding reported.
• Track semi‑monthly and monthly payment cycles and ensure timely compliance.

• Serve as primary liaison with external tax vendors for:
  • Data delivery.
  • Status tracking.
  • Issue resolution.
• Receive, review, and disseminate tax deliverables provided by external tax vendors.
• Notify internal teams when tax returns, tax letters, and information returns are available.
• Coordinate and distribute workflows, ensuring teams retrieve their respective files and deliver them to clients in accordance with firm procedures.
• Collect and manage tax documentation from outside trustees and investment managers (e.g., Forms 7216, FRORs, outside K‑1s).
• Provide clean, organized information packages to vendors to minimize rework.
• Clear, professional communication skills and sound judgment when escalating issues.
• High standards of integrity, discretion, and reliability when handling sensitive financial and client information.

• Monitor Bill Pay inbox: perform tasks as requested from internal clients and respond to research/project requests.
• Review prior day transactions for accuracy and coding.
• Update Bill Pay monthly tracking sheet to ensure all recurring bills have been received and special handling instructions followed.
• Review daily mail for recurring bill pay items (when time permits or other Associates are on PTO) to ensure correspondence has been handled.

Deep technical tax expertise or independent preparation of complex tax returns is not required; training will be provided on firm‑specific tax workflows, systems, and reporting requirements.

Duties and responsibilities will increase and vary based on needs of the business.

• Four‑year college degree or equivalent work experience in the financial services industry is required.
• Prefer 2 or more years’ experience in private wealth management, client services, or finance/banking operations. Willing to hire with no or limited experience.
• Prior experience in trust operations, fiduciary administration, tax operations, accounting operations, or payment‑processing roles.
• Knowledge and experience of…