Trust Specialist - Receptionist

Personal Trust Specialist - Receptionist

What do you believe? At Fiduciary Partners Trust Company, we believe collaboration, mutual respect, teamwork, and integrity are the foundation of everything we do. We are an independent trust services company that collaborates with financial advisors, attorneys, and their clients. With more than three hundred years of collective experience, our team provides clients, their families and professional advisors with exemplary customer service and peace of mind that comes from collaborating with experts in trust administration and trust and estate settlement. At Fiduciary Partners, our partnerships begin with our internal team, and we continually strive to provide our employees with the knowledge, mentoring and training needed to succeed and grow within our company. Here you will find team members committed to working together to serve and support each other, our clients, and our community.

Position Overview

We are currently seeking a hybrid role of Receptionist – Personal Trust Specialist for our Brookfield location. This person will be an essential member of the administration team directly serving our clients, internal team members, and the Senior Vice President. You will collaborate closely with our team to provide support for our clients and staff members. Superior customer service and organization are necessary talents. This position is ideal for a candidate with experience supporting a professional office environment. Experience in trust management, accounting, banking, investments, financial planning/services, or law office are preferred.

Receptionist Responsibilities (50%):

• Answer incoming phone calls and direct calls to appropriate parties, taking messages as required.
• Greet and assist clients/advisors visiting the office.
• Manage all incoming and outgoing mail and deliveries as appropriate.
• Maintain postage meter machine including cleaning, adding funds and troubleshoot issues.
• Transport of outgoing mail to appropriate places should couriers not be available (Fed-Ex, UPS, Post Office) to ensure same day delivery.
• Assist with the office supply ordering, coordination of meetings, catering, and making reservations.
• Assist with marketing presentation finalization and Prophet CRM software system, including data entry & maintenance.
• Assist with scanning documents into our electronic filing system.
• Take final responsibility for office upkeep (keep lobby, conference rooms & kitchen area neat, etc.) and help with common area issues.
• Other office duties as assigned by supervisor, including overflow work from others in the office as approved and assigned by supervisor.

Personal Trust Specialist Responsibilities (50%):

• Have significant contact with trust clients, their professional advisors, and all trust company personnel.
• Open new accounts - represent the company to new clients and their advisors, gather asset and client information to set up accounts, coordinate statements and distributions, establish and maintain account files.
• Existing accounts - manage incoming mail, payment of bills, respond to routine client inquiries and requests, general administrative problem solving.
• Client and advisor/professional contact - Represent Fiduciary Partners Trust Company with professionalism, enthusiasm, discretion, and confidentiality.
• Provide administrative support and back-up for personal trust accounts assigned to the Senior Vice President.

Along with a passion for customer service, an ideal candidate will have:

• Bachelors or Associates Degree in accounting, finance, or business-related field (or equivalent years of experience).
• Experience with trust administration and trust accounting systems, or strong equivalent experience in other related financial fields.
• Excellent communication, professionalism, and interpersonal skills.
• High attention to detail, ability to multi-task, with good organizational skills.
• Experience in high compliance environments, with confidential information.
• Knowledge of financial services and investment concepts.
• An ability to effectively prioritize given tasks along with the ability to multi-task.
• High level of proficiency and practical work experience in Microsoft Office including, but not limited to: Word, Excel, Outlook, Publisher, PowerPoint
• Proficiency with electronic document filing software.
• Ability to navigate within a highly regulated, technology-based environment efficiently and effectively.
• Ability to quickly learn and adapt to new technology and software while maintaining an extremely high level of accuracy.
• Strong self-motivation and critical thinking skills

Education and Experience Requirements

• High School Diploma (required)
• Post-secondary education (preferred)
• Minimum of 5 years of general office experience in a professional environment (preferred)
• Minimum of 5 years of previous receptionist/first point of contact experience (preferred)
• Minimum of 2 years of experience in a banking, accounting, investment, law office, or other financial service-related environment (preferred)

Physical Demands

• Ability to move freely (standing, stooping, walking, bending, pushing, and pulling) and lift up to a maximum of twenty-five (25) pounds without assistance.
• Frequent sitting with movement throughout office space
• Frequent use of keyboard and mouse with repetitive motion of hands, wrists, fingers, and elbows
• Frequent use of phones with the need to hold phone to ear. Availability exists to use speaker phone feature when needed.
• Use of computers throughout the workday

Work Environment

• Climate-Controlled office.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Banking, Legal, Financial Services Office: 3 years (Required)

Work Location: In person