Special Needs Trust Administrator

TravelCenters of America; Brentwood (TN); On-site; USD 60,000 - 90,000; Full time

Job summary

Forge Consulting seeks a Trust Officer I to provide comprehensive administrative support to a Trust Officer and independently manage up to 30 special needs trust client accounts. This role covers daily administration, monthly/annual projects, and backup duties for Trust Officers when they are out of the office.

The candidate will handle case management coordination, maintain client communications, review daily activity, assist with tax filings and asset reviews, onboarding, and collaboration

Qualifications

• Bachelor's degree or equivalent education, training and experience.
• At least 3 years within investment banking, trust administration, customer service or related field.
• Certified Trust Financial Advisor (CTFA) is a plus.
• Completion of Cannon Trust School or comparable program.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.

Responsibilities

• Provide administrative support to the assigned Trust Officer and manage up to 30 special needs trust client accounts.
• Assist with daily administration of special needs trust accounts and monthly/annual projects.
• Back up Trust Officers who are out of the office.
• Coordinate case management with the team and attorneys as needed.
• Document client contact and trust account information in the CRM and other systems.
• Review daily reports and monitor account activity; coordinate with Investment Manager for cash needs.
• Support tax filing requirements and real estate/asset reviews as appropriate.
• Oversee onboarding of new accounts and conduct periodic account reviews.

Skills

Verbal communication

Written communication

Interpersonal skills

Organizational skills

Analytical thinking

Leadership

Task prioritization

Education

Bachelor's degree or equivalent

CTFA is a plus

Completion of Cannon Trust School or comparable program

Tools

Microsoft Excel

CRM platform

Job description

Job Summary

The Trust Officer I is responsible for providing comprehensive administrative support to an assigned Trust Officer, while independently managing up to 30 special needs trust client accounts. The Trust Officer I handles both the administrative support for the assigned Trust Officer as well as the complete administration of the assigned client accounts. This person will assist with the daily administration of special needs trust accounts, monthly and annual projects, and be tasked with acting as a backup to Trust Officers who are out of the office.

Essential Functions

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

• Case management coordination: maintaining communication with case management team including Consultant, Servicing Advisor and Attorney;
• Manage/document regular client contact (written & verbal), as well as trust account information: documenting client phone calls, correspondence and general account information through the appropriate software systems/reporting tools;
• Responsive and proactive client contact: ensuring timely responses to client requests including reaching out to current clients in a proactive manner and exercising attention to an excellent client experience;
• 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: preparing the documentation of requested and/or approved distributions and submitting it through the proper workflow channels, including maintaining documentation of requests and approval of 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, as well as independently on assigned accounts to review recently opened accounts and assist with annual reviews of;
• Tax filing requirement: ensuring that appropriate tax documentation is prepared and provided for a trust account;
• Real estate and other asset purchases/reviews: ensuring that proper steps are taken to purchase and maintain any real estate or other asset transactions;
• Partner with the assigned internal or external investment advisors to accomplish investment objectives for client accounts;
• Account Administration: Administer assigned client trust accounts in accordance with the trust agreement and client specifications, acting as the personal representative of an estate, agent under a custody agreement, safekeeping or investment management arrangement;
• Process trust business through multiple interfaces including Microsoft Excel and the Customer Relationship Management (CRM) platform;
• Trust knowledge: possessing and updating technical fiduciary knowledge in the areas of trusts, tax, fiduciary investing, regulation, compliance as well as having a focus on special needs and/or estate planning trusts.
• Performs other duties as assigned.

Desired Knowledge, Skills, And Abilities

• Bachelor's degree in related field or equivalent education, training and experience.
• At least 3 years within investment banking, trust administration, customer service or related field.
• Certified Trust Financial Advisor (CTFA) is a plus.
• Completion of Cannon Trust School or comparable program.
• 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.
• Strong supervisory and leadership skills.
• Ability to prioritize tasks and delegate them when appropriate.
• Thorough understanding of financial and administrative procedures and policies.
• Proficient with Microsoft Office Suite or related software.
• Proficient with or able to quickly learn about the administrative and financial systems and applications used in the organization.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.

Travel Requirements

• Less than 5% of the time, but occasional travel is necessary.