Billing Analyst

Whittier Trust Company•Pasadena, CA

6d•$75,000 - $90,000

About The Position

Whittier Trust is seeking a Fee Processing Specialist to support the daily administration of client fee billing across its book of business. The role ensures that fees are established, calculated, and collected accurately and on time, and requires attention to detail, strong reconciliation skills, and coordination with advisors, custodians, internal teams, and Compliance. The specialist also supports audit responses by gathering and organizing relevant documentation. The position supports account and fee setup, billing calculations and reconciliations, outside custodian coordination, recurring and ad hoc reporting, data quality, compliance and audit requests, and month-end and quarter-end billing cycles. The specialist also responds to advisor and relationship manager questions, supports process improvement and special projects, and performs other fee-related duties as assigned. The position offers a base salary of $75,000–$90,000 annually. Salary may vary based on job-related factors, including skills and experience. Full-time employees may be eligible for medical, dental, and vision coverage, a 401(k), life insurance, paid time off, and a Wellness Program. Annual bonus, incentive pay, and/or equity may also apply depending on the role.

Requirements

Bachelor’s degree from an accredited four-year university is desired.
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 multiple projects, and handle competing deadlines.
General office administration and clerical experience.
Excellent attention to detail and ability to exercise independent judgment.
Aptitude for basic mathematical and percentage-based calculations, including fee calculations.
Ability to learn new processes and programs and desire to grow with the company.
Strong people skills and a client-service focus.
High integrity and a diligent work ethic; team- and people-oriented.
Good 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 the appropriate fee arrangements, ensuring each 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 fee setup issues that could disrupt billing and coordinate timely corrections.
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.
Coordinate cash movements and fee transfers with outside custodians, track pending transfers, and follow up on completion.
Serve as a 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 respond to audit requests; gather and organize fee agreements, billing records, calculations, and supporting documentation.
Assist with researching audit inquiries and 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 Fee Unit special projects and process improvement initiatives.
Perform other fee-related duties as assigned.