Trust Administrator

6 days ago

New York, United States The Forge Companies Full time

Job Summary

Are you somebody who learns new processes and structures quickly, but enjoys every day being a little different? Are you an analytical thinker who ensures closure of work and pays attention to the intricate details? Do you listen to help and not just respond? If you are someone who enjoys both methodical and relationship-driven work, then this may be a good match for you


The Trust Administrator provides comprehensive administrative support to an assigned Trust Officer, who is responsible for the daily administration of trust accounts, building client relationships, and providing exceptional client service. The Trust Administrator will also be responsible for working with other Trust Officers and team members in a training environment to develop the skills necessary to manage individual trust accounts. This person will assist with the daily administration of accounts, monthly and annual projects, and be tasked with acting as a backup to Trust Officers who are out of the office.


Must be bilingual with Spanish fluency.


Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • Case management coordination: maintaining communication with case managers;
  • Manage/document regular client contact (written & verbal): documenting client phone calls and correspondence in the appropriate software systems;
  • Initiate proactive client contact: reaching out to current clients in a proactive manner at the direction of the supervising Trust Officer;
  • Assist with providing a prompt response to all client inquiries at the direction of or in the absence of the Trust Officer
  • Review daily reports/transactions: monitoring the prior day’s account activity in the appropriate software system;
  • Monitor trust client account cash levels in line with anticipated distributions and coordinate with the Investment Manager when cash needs to be raised from the investment portfolio:
  • Payment submission/logging: documenting every distribution for payment under the supervision of a Trust Officer and submit through the proper workflow channel;
  • Documentation of discretionary authority/drafting memos: assisting with the documentation of requested and/or approved distributions;
  • Oversee the onboarding of new accounts: assisting with the review and approval of account set- up, completeness of client documentation, and production and distribution of welcome packets;
  • Perform administrative reviews: working with the supervising Trust Officer to review recently opened accounts and assist with annual reviews of accounts;
  • Review real estate checklist to ensure that proper steps are taken to keep purchases/reviews on track; and
  • Assist with the coordination of the storage of the tax returns and beneficiary tax returns;
  • Process trust business through multiple interfaces including Microsoft Excel and the RedTail Customer Relationship Management (CRM) platform.
  • Performs other duties as assigned.


Knowledge, Skills, and Abilities

  • Bachelor's degree in related field or equivalent education, training, and experience.
  • Prefer experience with SunGard Addvantage.
  • Prefer at least year within investment banking, trust administration, customer service or related field.
  • Prefer experience working with estates or real estate.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Excellent organizational skills and attention to detail.
  • Strong analytical and problem-solving skills.
  • Ability to prioritize tasks and to delegate them when appropriate.
  • Proficient with Microsoft Office Suite or related software.
  • Proficient with or able to quickly learn the administrative and financial systems, applications, procedures, and policies used in the organization.


Physical Requirements

Office Location: Manhattan

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift 10 pounds at times.


Travel Requirements

  • Occasional travel may be necessary.

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