Trust Administrator & Operations Specialist

The Trust Administrator is responsible for supporting fiduciary officers in the administration of trust accounts, ensuring accurate record-keeping, regulatory compliance, and responsive client service. Duties include account maintenance, transaction processing, communication with clients and advisors, and support with regulatory documentation. Works closely with Trust Officers and external stakeholders to manage the daily operations of client accounts.

This job description is intended to outline primary duties and responsibilities. However, as company needs evolve, additional responsibilities, special projects, or modifications to existing duties may be assigned. The current responsibilities and duties of this role include, but are not limited to, the following:

• Assist with onboarding and termination of trust accounts
• Maintain accurate trust records and documentation
• Process financial transactions (deposits, disbursements, asset transfers)
• Respond to client and advisor inquiries; maintain documented communications
• Prepare documents for audits, exams, and discretionary requests
• Support client-facing fiduciary functions and account reviews

• Coordinate onboarding of new trust accounts, including gathering due diligence documents and preparing opening packets.
• Ensure accurate maintenance of trust records in compliance with regulatory and internal standards.
• Execute account openings, updates, funding transactions, and terminations upon request from Trust Officers.
• Manage new account transitions, ensuring completeness of client documentation and adherence to scanning procedures.

• Process trust deposits, disbursements, and daily cash register transactions within the Trust Platform.
• Monitor, reconcile, and resolve any out-of-balance conditions, ensuring proper trust settlement.
• Initiate asset transfers, including free receipt/free delivery postings for client accounts.

• Implement and uphold internal controls and ensure adherence to audit and regulatory requirements.
• Support compliance tracking, file audits, and regulatory examination preparations.
• Audit daily reports and account transactions to ensure accuracy and regulatory compliance.
• Support documentation of discretionary authority requests and draft memos related to trust activity.

• Coordinate with attorneys, accountants, investment advisors, and beneficiaries regarding trust account matters.
• Manage and document regular client communications (written and verbal) within appropriate software systems.
• Initiate proactive client contact, responding to inquiries and providing support under the direction of Trust Officers.
• Support fiduciary officers with client service efforts, document reviews, and discretionary requests.

• Handle administrative duties, including handling mail, correspondence, and maintaining customer records.
• Assist the Operations Manager and Trust Officers with special projects as needed.
• Deliver backup support to other areas of operations when required.
• Support improvement of operational workflows.
• Manage incoming calls, emails, and mail as first point of contact.
• Organize and facilitate internal and external meetings, including board meetings and client calls.
• Develop and format presentations, reports, and client deliverables.
• Organize and manage filing systems for easy retrieval and regulatory readiness.
• Procure office supplies and manage vendor coordination for IT, HR, and facility’s needs.

The Operations Specialist provides operational support for trust account administration and internal systems management. Focuses on maintaining the integrity of accounting, CRM, and document platforms, ensuring workflow compliance, and supporting billing and reconciliation processes. Collaborates with Trust Officers, the Operations Manager, and accounting vendors to ensure accuracy, efficiency, and audit readiness.

This job description is intended to outline primary duties and responsibilities. However, as company needs evolve, additional responsibilities, special projects, or modifications to existing duties may be assigned. The current responsibilities and duties of this role include, but are not limited to, the following:

• Manage trust system data entry, reconciliation, and reporting
• Maintain billing schedules and coordinate with external accounting services
• Monitor workflows and assist with SOP documentation and process improvement
• Assist with file audits, compliance tracking, and regulatory preparation
• Support the implementation and maintenance of accounting, CRM, and document systems
• Provide cross-functional backup for operational and administrative areas

• Receive, review, and process new/existing client account paperwork.
• Update and verify client records.
• Assist with account funding, including…