Job Descriptions

Trust Administrator

Summary:

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:

Key Responsibilities:

• 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

Detailed Duties:

Account Administration & Maintenance

• 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.

Financial Transactions & Reconciliation

• 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.

Compliance & Risk Management

• 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.

Client & Case Management

• 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.

Administrative & Operational Support

• 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.
• Manage multiple time-sensitive tasks.
• 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.

Operations Specialist

Summary:

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:

Key Responsibilities:

• 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

Detailed Duties:

Account Administration & Maintenance

• Receive, review, and process new/existing client account paperwork.
• Update and verify client records.
• Assist with account funding, including transferring and re-registering securities.
• Coordinate account closures upon request from Trust Officers.

Financial Transactions & Reconciliation

• Process deposits, disbursements, and daily cash register entries within the Trust Platform.
• Identify and resolve out-of-balance conditions, ensuring proper trust settlement reconciliation.
• Initiate free receipt/free delivery transactions to add or remove assets from client accounts.
• Manage billing, fee schedules, and coordinate with accounting vendors as needed.

Compliance & Risk Management

• Maintain internal controls and meet audit and regulatory requirements.
• Assist with compliance tracking, file audits, and preparation for regulatory examinations.
• Monitor and evaluate operational workflows to identify areas for improved efficiency and compliance.
• Support the development and documentation of standard operating procedures (SOPs).

Systems & Administrative Support

• Process trust business through multiple interfaces, including Microsoft Excel and the CRM platform.
• Implement and maintain trust accounting, CRM, and document management systems.
• Perform data entry and reconciliation across financial and client reporting platforms.
• Perform general administrative duties, including handling mail, correspondence, and client records.
• Assist the Operations Manager with special projects and provide backup support to other operational teams when needed.

Requirements

Candidates are required to meet at least one of the following qualifications:

• Bachelor’s degree preferred; equivalent education or completion of recognized trust programs (e.g., Canon or comparable college programs) will be considered.
• Educational background in Legal Studies, Trust Administration, or a related field.
• Prior experience as a Trust Administrator and/or Operations Specialist at a trust company.

Summary:

The Trust Officer role entails advanced responsibilities in the administration and oversight of trust accounts. This position requires strong business acumen, leadership capabilities, and well-developed interpersonal skills. The Senior Trust Officer ensures the proper documentation, compliance, and execution of fiduciary duties in accordance with applicable legal, regulatory, and organizational standards.

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 of this role include, but are not limited to, the following:

Duties and Responsibilities:

• Oversee the administration of trust accounts, including conducting pre-acceptance, post-acceptance, and annual reviews to ensure compliance with legal and regulatory standards.
• Serve as a fiduciary liaison to clients, developing and maintaining strong, trust-based relationships and acting as a key point of contact for all trust-related matters.
• Anticipate and respond to client needs; manage daily trust account activities; and escalate issues, as appropriate, to relevant internal stakeholders.
• Coordinate the onboarding process for new trust accounts, ensuring all documentation and regulatory requirements are satisfied.
• Execute and manage assigned special projects in alignment with department goals and client service standards.
• Contribute to continuous process improvement by sharing and implementing innovative ideas to enhance operational efficiency and service delivery.
• Provide guidance, training, and oversight to junior trust officers and trust administrators to support their professional development and ensure accuracy in transactional execution.
• Prepare materials and documentation for client meetings and prospective client presentations, ensuring information is accurate and appropriately tailored.
• Supervise and manage trust administration processes, including handling distribution requests and overseeing reporting requirements.
• Collaborate with internal departments—such as legal, investment management, compliance, and operations—to deliver integrated and client-specific trust solutions.
• Oversee the review and timely submission of trust-related tax filings, including returns and payments, in coordination with internal tax teams.
• Maintain effective working relationships with external and internal advisors, including legal, tax, and investment professionals, to support holistic client service.
• Stay current with developments in fiduciary law, regulatory changes, and industry best practices to inform trust strategies and compliance procedures.