Trust Administrator and Receptionist Supervisor

Capital First Trust Company•Milwaukee, WI

2d•Onsite

About The Position

The Trust Administrator & Reception Supervisor manages and oversees the Milwaukee-based trust administrators and day-to-day administrative support for all aspects of trust administration. The position also manages the Milwaukee-based reception team. This position reports to the Chief Fiduciary Officer. This position is 100% in the office.

Requirements

High school diploma or GED equivalent.
Experience working in the financial services industry or trust administration.
Administrative experience in an office setting preferred.
Professional appearance.
Leadership: Conveys confidence in associates' ability to be successful, especially with challenging new tasks, delegating responsibility and authority, holding employees accountable to their goals and the methods by which they are achieved.
Demonstrates efficiency of execution, flexibility, adaptability, creativity and follow-through on commitments.
Treats employees, clients and others with dutiful respect, demonstrates and calls for the highest levels of integrity and honesty.
Respects the Company's leadership, adhering to the Employee Handbook and carefully utilizing resources provided by the Company.
Anticipates management problems, innovating solutions and proposing or effectively implementing solutions.
Works as a competent member of the Management Team without continuous and direct management or guidance.
Communication Skills: Use professional oral and written skills to project a positive image of the Company.
Always interact professionally with clients and associates.
Possess excellent verbal, written and interpersonal communication skills.
Be aware of and follow company policies for electronic communications and internet use.
Computer/Technical Skills/Subject Matter Expertise: Display proficiency using standard office equipment such as a computer, fax, photocopier, scanner, telephone, etc.
Proficiency using Microsoft Office Suite of applications.
Ability to understand/learn basic fiduciary and trust administration concepts.
Understands and follows company policies regarding information security including password and multi-factor authentication.
Organization: Good time management skills.
Ability to balance competing priorities with little direction.
Regularly update client interactions in CRM database.
Judgment: Work as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals.
Demonstrate basic knowledge of the business and the Company.
Exhibit sound judgment and the ability to make reasonable decisions in the absence of direction.
Swiftly refer problems/issues to the appropriate person(s) when necessary.
Able to identify common attempts at information security scams, like email phishing.

Nice To Haves

Bachelor's degree a plus.

Responsibilities

Supervises and mentors a team of trust administrators by providing guidance and performance feedback.
Coordinates and oversees training and cross-training plan for new and developing Trust Administrators, and team.
Manages workloads of trust administrators and reception team members by assigning routine and project-based responsibilities while taking into consideration the level of expertise, training needs, interests, trust officer needs, and organization needs.
Investigates and addresses transaction discrepancies with trust administrator or trust administration team.
Escalates Trust Accounting Platform irregularities to our Trust Operations partner.
Cultivates strong relationships with trust administrators and trust servicing teams.
Manages reception coverage plans.
Supports reception team by escalating complaints or client abuse to the appropriate Trust Officer's Director or CFTC's Chief Fiduciary Officer.
Expertly carries out the responsibilities of Trust Administrator I, II, & III for Settlement and Wealth Trust Officers.
Conducts regular touch bases with direct reports.
Recruits and develops talented individuals needed to meet the Company's business goals.
Ensures that Trust Administrators receive the appropriate training.
Coaches, trains and inspires employees thereby continually enhancing employee's skills and building a pipeline of candidates for promotion.
Sets professional performance and growth goals for each employee on an individual basis.
Allocates decision making authority and empowers employees so that the business goals of the Company are efficiently and professionally achieved.
Ensures completion of realistic, constructive annual performance reviews for all Milwaukee-based Trust Administrators.
Manages work schedules, approves Paid Time Off and works with the Human Resources Manager to promote a professional, healthy and pleasant work environment.
Counsels employees whose performance does not meet standards or behavior violates the Company's Employee Handbook.
In collaboration with Senior Management and Human Resources engages in performance planning exercises, issues verbal or written warnings or terminates unsuccessful employees.