Wealth Management Client Service Specialist

The Glenview Trust Company•Louisville, KY

11h•$70,000 - $75,000

About The Position

The Client Service Specialist provides administrative support to Trust Principals, including calendar management, organizing and prioritizing documents and files, coordinating meetings and conference calls, and preparing required materials. The role serves as the initial contact for clients and beneficiaries, resolves concerns, and takes authorized action on their behalf, including certain financial transactions. Other questions and issues are directed to the appropriate party. The position performs administrative functions related to opening, closing, and transferring assets for client accounts; assists with administration and monitoring of selected assets; and ensures client information is kept current and communicated to appropriate parties. The specialist also supports account maintenance, client communications, financial processing, reporting, tax processing, research, and general office needs. The role reports to the Client Services Coordinator and has no supervisory responsibilities.

Requirements

Minimum of a 2-year Associate degree.
Minimum of 5 years of experience providing administrative support.
Experience managing relationships with high-profile clients.
Demonstrated proficiency with Microsoft Office, particularly Word, Excel, and PowerPoint.
Ability to manage a large volume of complex tasks and meet company and client deadlines.
Ability to communicate effectively and professionally with clients, beneficiaries, and affiliated parties.
Ability to maintain concentration under frequent time pressures and constant interruptions.
Ability to sit for extended periods and maintain sustained visual attention for considerable periods.

Nice To Haves

A 4-year Bachelor’s degree.
Experience within a legal or financial organization, preferably with Trust Administration.
Salesforce experience.

Responsibilities

Resolve client concerns and take authorized action on behalf of clients, including certain financial transactions; refer other questions and issues to the appropriate party.
Collect and review information about clients’ income, assets, investments, and debts.
Serve as the initial contact for clients and beneficiaries; schedule annual contact-plan meetings and update contact-plan information in Salesforce.
Provide administrative support to Trust Principals, including calendar management, file and document organization, meeting coordination, and preparation of required materials.
Prepare meeting materials for Trust and Investment Principals by gathering data, updating information, and formatting presentations.
Assist with new-client setup and welcome standards, and prepare account-opening memos and other documents for the Trust Principal’s review.
Establish and update beneficiary and recipient records, statement cycles, cash distributions, and client communications.
Answer client calls, return missed calls within 24 hours, and make proactive calls according to contact standards.
Compose letters and documents for the Trust Principal’s signature.
Review daily account activity for accuracy, proper posting, and overdrafts; clear or pend overdrafts under established procedures or the Trust Principal’s direction.
Post deposits to accounts.
Establish and process disbursements, track credit advices, manage bill-pay processes, pay non-recurring bills, and complete authorized or directed financial transactions and personal or charitable cash gifts.
Document discretionary distributions with appropriate forms for the Principal’s review.
Maintain trust-system account and client information, and prepare account-opening and account-closing forms for the Trust Principal’s review and approval.
Establish alerts as needed or directed, monitor them, and complete necessary actions.
Work with Operations to establish and maintain payroll information for client employees as directed by the Principal.
Create estate-planning folders as directed; send original documents to the vault and copies to estate-planning files and Smart Search; update Salesforce estate-planning information and flow charts as needed.
Establish and update family-office reports and customized spreadsheets, and distribute them to clients on the predetermined schedule.
Assist with tax processing as required by the Principal.
Perform research and projects requested by the Principal.
Provide general office support and office housekeeping as needed.
Attend Company and industry-related meetings as required.
Establish individual goals aligned with Company business strategies and objectives.
Contribute as a member of the department and other assigned teams.
Perform other duties and special projects as assigned by executive leadership.
Maintain professionalism, confidentiality, accurate and timely client-system data, meeting materials, projects, reports, and communications.