Senior Account Services Specialist

5 days ago


Columbus, Ohio, United States Ultimus Fund Solutions, LLC Full time
Job Summary

The Senior Account Services Specialist is a key member of our team at Ultimus Fund Solutions, LLC, responsible for providing exceptional client service and support in the areas of transfer agency functions and record-keeping. This role requires strong communication and organizational skills, as well as the ability to work effectively in a fast-paced environment.

Key Responsibilities
  • Transfer Agency Functions
    • Establish new accounts by entering customer information from new account applications.
    • Process alternative investment transactions, including repurchases, transfer-in-kinds, purchases, and maintenance.
    • Process wire holdbacks, capital calls, repurchase proration, and daily reports.
    • Complete quality control reviews on alternative investment workflow activities.
  • Mutual Fund Services
    • Establish new accounts by entering customer information from new account applications.
    • Initiate incoming transfers by sending paperwork to the delivering custodian.
    • Monitor transfer progress and status, and follow up as needed.
    • Link corresponding accounts for rights of accumulation or plan accounts, and process letters of intent.
    • Process basic financial transactions, including redemptions, purchases, exchanges, TIKs, and account rebalances.
    • Process retirement plan account transactions in accordance with IRS regulations.
    • Prepare and reconcile check deposits daily.
    • Process shareholder account maintenance and returned mail.
    • Maintain and update all aspects of account registration, including beneficiaries, automatic investment plans, systematic withdrawal plans, asset allocations, and dividend reinvestments or distributions.
    • Process daily reports.
    • Index workflows.
    • Coordinate opening, logging, and scanning of account-related paperwork.
    • Prepare legal correspondence, including return of rejected documents and communication of instructions.
    • Complete quality control reviews.
    • Establish Escheatment State accounts.
    • Process removal of excesses and recharacterizations.
    • Adjust shareholder accounts and dealer involving as-of transactions and voids.
    • Obtain missing new account information and seek clarification as needed.
    • Calculate and process required minimum distribution amounts for IRA accounts.
    • Process required minimum distribution systematic withdrawal plans for IRA accounts.
    • Process daily check writing files and complex financial transactions, including death and divorce.
    • Provide shareholder service support by answering questions via email and phone communication.
    • Order supplies, process invoice reconciliation, and pull boxes for offsite storage vendors.
  • Compliance Activities
    • Review new account paperwork to ensure account meets compliance requirements.
    • Maintain the Ultimus Knowledge Management System.
    • Utilize the Ultimus transfer agent recordkeeping and workflow system.
    • Monitor account activity for fraudulent red flags, including anti-identify theft and money laundering.
  • Working Relationships
    • Serve as a direct fund contact and liaison.
    • Mentor associates through instruction, coaching, and providing real-time on-the-job experiences.
    • Daily contact with shareholders, financial representatives, and broker-dealer firms.
    • Daily contact with members of the team and internal teams regarding follow-up on inquiries and open workflow.


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