Billing Analyst

Whittier Trust•Pasadena, CA

About The Position

The Fee Processing Specialist supports the daily administration of client fee billing across Whittier Trust’s book of business, ensuring fees are established, calculated, and collected accurately and on time. The role requires attention to detail, strong reconciliation skills, and close coordination with advisors, custodians, and internal teams. The specialist also works with Compliance to facilitate audit responses and provide supporting documentation. The position supports account and fee setup, fee calculation and reconciliation, outside-custodian coordination, reporting and data quality, compliance and audit requests, and month-end and quarter-end billing cycles. It also responds to advisor and relationship manager questions, contributes to special projects and process improvements, and performs other fee-related duties as assigned.

Requirements

Bachelor’s degree from an accredited four-year university.
Superior skills and experience with Microsoft Office, especially Word, Excel, and PowerPoint.
Excellent written and oral communication skills.
Strong organizational skills and ability to multitask, manage and prioritize projects, and meet competing deadlines.
General office administration and clerical experience.
Excellent attention to detail and ability to exercise independent judgment.
Aptitude to understand and perform basic mathematical calculations, including fee and percentage-based calculations.
Ability to learn new processes and programs and desire to grow with the company.
Strong people skills and client service focus.
High integrity and a diligent work ethic.
Team-oriented approach.
Strong time-management skills and meticulous attention to detail.
Valid driver’s license and ability to travel by airplane.

Nice To Haves

Industry certification is an advantage but not essential.
Willingness to continue education.

Responsibilities

Add new accounts and portfolios to appropriate fee arrangements, ensuring each account has a fee schedule or documented waiver.
Create, modify, and maintain fee schedules and billing arrangements in accordance with client agreements and internal procedures.
Identify account setup issues that could disrupt billing and coordinate timely corrections with appropriate teams.
Review fee calculations before billing for accuracy and consistency with established arrangements.
Reconcile amounts billed by or received from outside custodians against internally calculated fees, investigating and resolving discrepancies.
Reconcile posted fees against expected amounts and research exceptions, reversals, and manual adjustments.
Run balance and cash availability reports to confirm sufficient funds before collecting fees.
Communicate with outside custodians to coordinate cash movements and fee transfers for externally held accounts.
Track pending custodian transfers and follow up to ensure timely completion.
Serve as a point of contact for custodian fee inquiries and discrepancies.
Generate and distribute recurring and ad hoc fee reports for internal stakeholders and advisors.
Identify and resolve data quality issues affecting fee setup, calculations, and reporting, escalating when appropriate.
Maintain documentation of fee processing procedures, exceptions, and resolutions.
Work with Compliance to facilitate timely and accurate responses to audit requests.
Gather and organize fee agreements, billing records, calculations, and other supporting documentation.
Research audit inquiries and assist in addressing identified fee processing issues.
Respond to advisor and relationship manager questions regarding client fees.
Support month-end and quarter-end billing cycles.
Assist with special projects and process improvement initiatives within the Fee Unit.
Perform other fee-related duties as assigned.