Gift Administration Associate, ESA

Foundation Source Philanthropic Services•Cambridge, MA

1d•Hybrid

About The Position

Using PG Calc’s suite of software products (GiftWrap, PGM Anywhere, ESA Next), manage administrative activity for Gift Administration and Endowment Sub-Accounting clients to ensure that client data, beneficiary payments, and reports are processed accurately in a timely manner. Responsible for performing gift administration and endowment sub-accounting administrative support functions in a fast-paced environment. Will have a portfolio of clients and be assigned to support a Relationship Manager assigned to the same portfolio.

Requirements

Demonstrate exceptional attention to detail, ensuring accuracy and consistency across client data, reporting, and communications
Thrive both independently and collaboratively, confidently managing individual responsibilities while partnering with Relationship Managers to support shared client portfolios
Leverage experience with data management and reporting to analyze information, identify discrepancies, and deliver clear, actionable insights
Provide high-quality, responsive customer service, building trust with clients through professionalism, follow-through, and thoughtful problem-solving
Utilize Microsoft Office tools (especially Excel, Word, and Outlook) to efficiently manage workflows, analyze data, and produce polished client deliverables
Dedicated Workspace: Must have a home office or workspace that is free of distractions and interruptions to ensure productivity and focus during work hours.
Reliable Internet Connection: High-speed internet is required to support video conferencing, file sharing, and other work-related technology needs.
Hybrid Work Commitment: Must be able to reliably commute to the office 2 days per week, Monday and Wednesday, and meet in-person collaboration requirements as needed.

Responsibilities

Maintain client records and ensure accurate, timely input of client data (60%)
Develop working knowledge of PG Calc’s GiftWrap, PGM Anywhere, and ESA Next software.
Set-up new organizations in the software, create new person and gift records, record gift terminations, and enter data changes (e.g. changes of address) in a timely and accurate manner.
Maintain client organization and donor documentation files following established procedures and deadlines.
Analyze financial statements to identify data to be added to database
Produce, analyze, and distribute client reports
Process termination paperwork for closed accounts.
Update market values according to client schedule
Update annual rates of return for charitable trusts and PIFs.
Provide tax accountant with required information throughout the year and at year end.
Review all work for data accuracy prior to giving to RM for review.
Interact with a portfolio of clients and respond to client questions and concerns (20%)
Respond to telephone calls, fax, and e-mail messages from a portfolio of Gift Administration and Endowment Sub-Accounting clients.
Resolve client questions, requests, and problems, or consult with Relationship Manager also assigned to your portfolio to assist in resolving client issue.
Utilize research reports to notify charities of data set changes (ie. beneficiary deaths).
Record client interactions in CRM
Manage a portfolio of Gift Administration and Endowment Sub-Accounting clients, serving as a primary point of contact for inquiries via phone, email, and other channels
Respond to client questions, requests, and issues in a timely manner, collaborating with Relationship Managers as needed to ensure resolution
Monitor research reports and communicate relevant data updates (e.g., beneficiary changes) to clients
Accurately document all client interactions in CRM systems
Participate in periodic testing of PG Calc’s GiftWrap software prior to release to support system quality and performance