Client Service Assoc Trust Administrator

Client Service Associate & Trust Administrator

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. We understand multigenerational family wealth in a way that few other wealth advisory firms do. Our comprehensive family office services include investment advisory, tax, trust and estate planning, risk management, philanthropy, household-level financial services, as well as family education and family governance support.

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.

This position will be based in our upcoming Wilmington, Delaware office and offers a hybrid work arrangement, with three days per week in the office and two remote workdays each week.

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 One Source 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.

Education/Experience:

Bachelor’s degree preferred. Minimum 3 years of experience in an administrative…