Client Service Assoc. & Trust Administrator

Pitcairn; Wilmington (DE); Hybrid; USD 60,000 - 75,000; Full time

Job summary

Pitcairn invites a detail-oriented Client Service Associate & Trust Administrator to join its Fiduciary Services team in Wilmington, DE. You will be the primary contact for client relationships, supporting onboarding, trust administration, and coordination with Legal, Tax, and Operations to ensure a high-touch experience.

The role requires coordinating account paperwork, distributions, and trust-related activities, with a hybrid schedule (three days in the office, two remote days per week).

Qualifications

• Bachelor’s degree preferred; 3+ years in administrative or client service in financial services/trust.
• Experience with trust operations or fiduciary services is strongly preferred.
• Proficient with MS Word, Excel, PowerPoint, Outlook, and SharePoint; CRM and trust accounting systems desirable.
• Experience with financial services platforms and trust accounting systems (e.g., OneSource) desirable.

Responsibilities

• Coordinate client account paperwork and cash distributions.
• Maintain Tamarac CRM and Fidelity platforms; update addresses as needed.
• Coordinate meetings with trustees, CPAs, and attorneys.
• Assist with trust onboarding, divisions, modifications, and terminations.
• Prepare beneficiary notices, trust statements, and 1041 tax coordination.
• Provide backup support for other Client Service Associates and team projects.

Skills

Client service

Organization

Attention to detail

Communication

Education

Bachelor’s degree preferred

Tools

OneSource

CRM systems

MS Office Suite

Job description

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:

• 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) .
• 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 OneSource 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 or client service capacity in financial services, trust administration, or a related industry. Experience with trust operations or fiduciary services is strongly preferred.

Computer literate with above average working knowledge of MS Word, Excel, PowerPoint, Outlook, and SharePoint. Experience with financial services platforms, CRM systems, and trust accounting systems (e.g., OneSource) is desirable.

DESIRABLE ATTRIBUTES:

Successful candidates will possess a broad range of skills include:

• A natural inclination to engage with and interact with others with courtesy.
• A preference for organization, procedure, and exactitude.
• A tendency toward passionate and steadfast pursuit of goals, despite obstacles, discouragement, or distraction.
• A tendency to work to achieve and exceed standards.
• Consistency between both words and actions.

Pitcairn is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to their race, color, religion, ancestry, national origin, sex, gender identity, sexual orientation, age, disability, marital status, domestic partner status, status as a parent, or medical condition. Pitcairn complies with applicable state and local laws governing nondiscrimination in employment in every location in which the Company has facilities. As an investment advisor, employees of Pitcairn may be subject to certain limitations on personal investment activities.